Import a quote on screen: photo, PDF or spreadsheet

Where to find it

In the menu, under Quotes, click Import Quote with AI, next to New Quote. To add items to a quote that already exists, the path is different: inside it, in Other actions → Import (see the section on importing inside a quote, further down).

What the on-screen import does

You send the customer's order as it arrived (photo, PDF, spreadsheet) and Vendria creates the quote the same way it would if the file had arrived on WhatsApp: it reads the items, matches each one with the catalog and leaves ready the open questions it couldn't resolve on its own. The customer is also identified from the document when possible.

It's the path for when the customer sent the order by email or you got the file outside WhatsApp. For the same work on WhatsApp, see A quote from a photo, PDF or spreadsheet on WhatsApp.

Which files the import accepts

• Spreadsheet: Excel (.xlsx, .xls) and CSV.
• PDF.
• Image: PNG, JPG and WEBP.
• Text (.txt) and HTML page.

You can send up to 10 files at a time, of up to 30MB each. When several photos become a single quote, they upload together, and then the 30MB limit applies to the sum of the photos.

A file in another format or larger than the limit is refused right away, with the message Invalid file and the reason, before the upload starts.

Step by step: import a customer's order

1. In Quotes, click Import Quote with AI. The Import Quote window opens.
2. If you work with more than one store, the Store field comes set to Automatic — the document defines the store. Change it only if you want to force a specific store.
3. Drag the files to the Drag the documents here area or click it to choose. On a phone, use Take photo or Gallery.
4. Check the file list; the X on each row removes a file from the batch.
5. With more than one file, answer What are these files? (see the next section).
6. Click Import. The window shows the progress.
7. When it finishes, Vendria tells you how many items matched, how many weren't found and how many open questions remain, and opens the created quote, or the purchase page, or the Quotes list, when the batch generated several.

Several photos: a single order or one quote per file

When you put more than one file in the batch, the window asks What are these files?, with two options:

• A single order: pages or photos of the same quote. It's the default. All the photos become one quote.
• One quote per file: each file becomes a separate quote, one per customer.

⚠️ Only photos can be joined into a single order. If the batch has a PDF or a spreadsheet, the A single order option shows as Unavailable, and each file becomes its own quote.

When Vendria asks whether the pages are a single order

Even with A single order chosen, Vendria may stop and ask before creating the quote: for example, when the pages mention different customers, or when nothing in them indicates they are the same document (a photo of a handwritten order, with no header). The question shows highlighted, usually as Are these pages a single order, or separate orders?, with two buttons:

• Yes, a single order: joins everything into one quote;
• Separate orders (one quote per page): creates one quote for each page.

If you had already closed the window, the same question shows on the import's card, in the corner of the screen, with the Yes and Split buttons. The import stays paused until someone answers.

Use the phone camera

On a phone, the window shows Tap to choose the files and two buttons: Take photo, which opens the camera, and Gallery, which lets you choose several photos at once. For a multi-page order, photograph each page and then choose them all from the Gallery: that way they go into the same batch.

Follow the import and keep working

While the import runs, the window shows the percentage and the In the queue, Reading the document and Matching with the catalog stages. You don't need to wait: click Continue in the background and keep using Vendria.

Imports in progress sit in a box in the bottom right corner (on a phone, in a pill above the footer bars), with the title saying how many there are. Each card shows the stage and the percentage, and when it finishes:

• ready: the card summarizes the created quote and offers Open;
• with error: the card shows the reason and offers Try again.

If you left the window open until the end, the result opens on its own. If you sent it to the background, Vendria only notifies you, with the Open shortcut in the message; it doesn't take you away from the screen you are working on.

Import items inside a quote or the cart

To add lines to a quote that already exists, open the quote and use Other actions → Import. In the cart, the Import button is in the header. In both cases the Import items panel opens, which accepts:

• one file at a time, dragged to Drag a file here or chosen with a click, in the same formats as the quote import;
• pasted text, in the Paste the item list here box: one item per line, with code, quantity and price. Click Import text. The prices in the text go in as a note on the line, not as an applied price.

When it finishes, the panel shows how many items were found, how many codes were corrected automatically (check the list) and which items weren't found in the catalog. The items go into the open quote: no new quote is born.

Where to see an import later

Every import made through this window is recorded in the Actions menu, with the original files and the numbers of items read and matched. To read the detail, see The detail of an import.

When it goes wrong

The Import button doesn't enable. No file was accepted in the batch, or the photos together go over the upload limit: the red message below the list says which. Choose One quote per file or remove a photo.

I sent a PDF and two photos and got three quotes. PDFs and spreadsheets don't join other files: each one becomes a quote. Send the photos of the same order in a photos-only batch.

The import failed. Click Try again on the card. If it keeps failing, open the import in Actions and use the error message from there when asking for help.

The quote came with items not found. The reading worked, but some codes didn't match the catalog. Fix it on the quote itself, line by line.