Overview
If you search the Integration Centre and can't find your supplier, don't worry - you still have options! This article covers three ways to work with suppliers that Fergus doesn't directly integrate with:
📋 Upload their Price Book — so you can quote and price jobs using their items
📄 Receive their invoices using the Generic PDF Invoice Reader — so invoices flow into Supplier Documents automatically
🔗 Request a direct integration — if you use this supplier regularly
📋 Option 1 — Upload the Supplier's Price Book
Even without a direct integration, you can manually add a supplier and upload their price list as a CSV file. Once uploaded, their products will be searchable when quoting and pricing jobs.
How to do it
Step 1. Go to your Profile icon → Settings → Price Books
Step 2. Click + Add Supplier and enter your supplier's name
Step 3. Download the supplier's price list as a CSV file from their trade portal, or ask them to send it to you
💡 Note: Your CSV must include a Product Code, Product Description, and Cost Price for each row - these are required for the import to work. Product codes must also be unique; duplicate codes will cause the upload to fail.
Step 4. Drag and drop the CSV into the upload area, or click Choose Files to select it
Step 5. A Supplier CSV Import pop-up will appear — select your supplier from the list, then click Import
Step 6. Match the columns in the file to the correct Fergus fields: Product Code, Product Description, Cost Price, and (if available) Sell Price
Step 7. Click Upload Price Book to finish
💡 What happens next: Once you click Upload Price Book, Fergus will process the file in the background. You'll receive a notification when it's complete — this usually takes just a few minutes, though larger files may take up to an hour. Once you see the notification, your supplier's products will be ready to use in quotes and jobs.
📄 Option 2 — Import Invoices Using the Generic PDF Invoice Reader
The Generic PDF Invoice Reader reads invoices and credit notes from any supplier - even ones Fergus doesn't directly integrate with - and reads them just as well as the suppliers we do integrate with. You'll find it under Settings → Integration Centre → Productivity.
⚠️ Important: By email, the reader accepts PDF attachments only. By drag and drop, it accepts PDFs and photos (JPG, JPEG, PNG, HEIC and HEIF). Other file types, like Word documents, won't work.
There are two ways to use it:
📧 Option A — Set Up Email Ingestion (recommended for regular suppliers)
This generates a unique Fergus email address. Share it with your supplier and they'll send invoices directly to it - invoices land in your Supplier Documents automatically, ready to assign to jobs.
Step 1. Go to Settings → Integration Centre
Step 2. Under the Productivity section, click Generic PDF Invoice Reader
Step 3. Click the Enable button
Step 4. Your unique Fergus email address will appear - click Copy to copy it, or click Send request to supplier to open a pre-filled email template you can send directly to your supplier
⚠️ Please note: For security reasons, Fergus recommends you don't share or publish the unique email address with anyone other than the supplier.
Step 5. Ask your supplier to send all future invoices and credit notes as PDF attachments to that address. Photos sent by email aren't read.
Step 6. Once invoices start arriving, they'll appear in Supplier Documents ready to assign to jobs
💡 Note: It may take a couple of days for your supplier to update their system. Check your Supplier Documents page once they confirm the change.
📁 Option B — Drag and Drop PDFs or Photos
If you only occasionally receive invoices from this supplier, or you have a paper invoice or counter docket, you can drag and drop a PDF or photo without setting up email.
Step 1. Save the PDF invoice to your computer, or take a photo of the paper invoice
Step 2. Go to Supplier Documents in the top navigation bar
Step 3. Drag and drop the PDF or photo into the upload area, or click Choose Files
Step 4. Choose Generic PDF Invoice Reader from the supplier list
Step 5. Refresh the page after a few seconds. Fergus will read the invoice and add it to your documents to process
Step 6. Assign the invoice to the relevant job
💡 Tips for a good photo: Lay the invoice flat in good light, fit the whole page in the frame including the totals, and keep it in focus.
💡 Note: Fergus reads most details correctly, but always check the invoice before you assign it to a job. You can fix any field that doesn't look right, including changing an invoice to a credit note. See Edit a supplier invoice or credit note.
🔗 Option 3 — Request a Direct Integration
If you use this supplier regularly and want their invoices to flow in automatically without any manual steps, you can request that we add them as a supported integration.
To submit a request, email support@fergus.com with the following:
📄 Invoice samples — a minimum of 5 recent invoices. At least one should be a multi-page document. The more samples you provide, the more accurately our system can be trained to read their format
📄 Credit note samples — a minimum of 3 recent credit notes
🖼️ Official logo — the supplier's logo file
📞 Contact details — the name, email, and phone number of your primary contact at the supplier
Our team will review the files and, if they meet our requirements, add the supplier to the integration queue. Timelines vary depending on engineering capacity.
💡 Tip: The more invoice samples you can provide, the better. Suppliers whose invoices have a consistent, predictable layout are the best candidates for a direct integration.
Thanks for taking the time to read our article. If you have any questions, please get in touch via support@fergus.com
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Thanks for taking the time to read our article. If you have any questions, please get in touch via support@fergus.com