Uploading invoices
Choose Import subcontractor files and drop the month’s invoices in. You can add several at once — spreadsheets, CSVs and PDF bills together — and for a month where every supplier already has a profile, dropping the whole folder in one go is the normal way to work.
WastePro works out what each file is
You generally don’t pick anything. For each file it identifies the supplier from the content and the billing period from the dates inside. Both can be overridden if it gets one wrong.
Detection reads what’s in the file, not what it’s called. Each recipe is tried, and the one whose lines add up against that invoice’s own stated total wins.
The reconciliation check
Before a file is accepted, WastePro checks it two ways:
| Check | What it catches |
|---|---|
| Do the line totals add up to the invoice total? | A line the reader skipped entirely |
| Does quantity × unit price equal each line total? | The wrong column read as the unit price |
The second check exists because the first can’t see it — a file can total correctly while individual lines are built from the wrong numbers.
A file that fails is held back rather than imported, with the reason shown. That’s deliberate: importing it would record a cost that doesn’t match what you were actually charged. You can override with Import anyway, but do it as a conscious decision on that specific file, not a reflex.
What else gets flagged
- Possible duplicate — the file is byte-for-byte identical to one already imported. Only push past this if you’re certain it’s genuinely a second invoice.
- Supplier mismatch — the sites in this file historically belong to a different subcontractor. Almost always means it went in under the wrong profile. Delete the batch and re-upload it under the right one rather than correcting it line by line.
A supplier mismatch is worth stopping for. Committing an invoice under the wrong supplier attributes the work, the cost and the margin to the wrong company, and unpicking it afterwards is considerably more work than re-uploading now.
New sites
A site appearing for the first time needs you once. It’s flagged as needing review, and the mapping you confirm is remembered — every later month recognises it automatically.
Next: Reviewing a batch — where you work through anything flagged before the invoice can be committed.