Job store-supplier-email-changes-to-update-file · revised 12 October 2026
Turn your supplier's emailed price and stock changes into an update file you can check
Up to three supplier messages with attachments, in changing layouts or free text, become one update file in your import format, with every unreadable line listed. Nothing is applied.
You might be seeing
- Every supplier email needs retyping into a spreadsheet
- A supplier changed the column order again
No passwords, keys, card details or admin invites needed to start.
What usually happened
Suppliers announce changes in free text, in attachments with new layouts, or both. Retyping is slow and error-prone, and a fixed import script breaks when the layout changes. The risk is a wrong price or a missed discontinued line reaching the store.
Who it’s for: Owner or buyer whose suppliers send price rises, stock changes or new lists by email in a different layout each time.
Usually starts when: A supplier emailed price rises in the body of a message and a new spreadsheet layout, and you need an import file before the new prices apply.
The result: Up to three supplier messages with attachments become one update file in your import format. Row counts reconcile to each source, a sample of rows matches the source field by field, planted changes appear, and every line that cannot be read is listed. Nothing is applied to your store.
Check whether this job fits
Answer these without sending files or logins. Nothing is submitted unless you choose to contact us.
What you get
- The update file
- The reconciliation
- The unreadable-lines list
- Field-by-field sample check
- The planted-change test results
- For each free-text change, the sentence it came from
Included
- Up to three supplier messages with attachments as text, spreadsheet or text-based PDF
- One update file in your import format, with price, stock and status columns
- A reconciliation of row counts for each source file
- A list of unreadable or unclear lines for you to settle
- A planted-change test on a copy
Not included
- Applying the file to your store
- Scanned, handwritten or image-only tables
- Judging whether the supplier's prices are right
- Messages with personal data
- Ongoing handling of every supplier email (see the monthly feed service)
- More than three messages without a quote
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
The row count of the update file reconciles to each source file, with every difference listed.
Evidence: The reconciliation table.
For 30 rows you pick, every field equals the source field by field; one wrong price fails the whole test.
Evidence: The 30 rows beside their sources.
Two changes you plant in a copy of one message (a percentage rise on named lines and a discontinued line) appear in the output.
Evidence: The planted changes you made beside the file.
Every unreadable line is listed with its source, and the file is not applied to your store.
Evidence: The unreadable-lines list.
For up to 10 free-text changes you pick (all of them if fewer), the update file names the sentence each came from, and all are right; one wrong source fails the test.
Evidence: The rows beside the messages.
Sign-off. You re-run the acceptance checks with the steps we hand over, read the results and sign off in writing. Payment follows sign-off.
If it fails. If an agreed check fails, you do not pay for this fixed scope. We hand over what we found and agree whether to stop or re-quote; no surprise work.
When it fits, and when we stop
It fits when
- You can send the messages and attachments with personal data removed
- You can describe your import format with a sample row
- The supplier's terms let you use the data
- A named person approves the file before import
We stop and tell you if
- The tables are scans, photos or handwriting
- The messages contain personal data that cannot be removed
- You want every future email handled without a check
What could go wrong
The job works on copies of files you send and returns files and a report. Nothing in your store or helpdesk is changed by us, so there is nothing to undo. Our copies of your files are deleted when the job ends.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A free-text price rise is applied to the wrong lines. | Each change from a free-text announcement names the sentence it came from in the update file (listed in the deliverables and checked on ten rows you pick), and unclear scope is listed rather than guessed. |
| A discontinued line is missed. | A planted discontinued line must appear in the output. |
| Supplier data is used against their terms. | You confirm the terms; we do not judge them. |
A separate automated reviewer checks the work and the test results before hand-over. Your named person approves the file and imports it. No human supervisor from us is included unless your agreement names one, and at launch the work is largely automated.
How we deliver
We arrange the work and independent review, then show you the result against the agreed checks. You keep authority over your systems.
- Agree the messages, the import format and what counts as a change
- Receive the messages and attachments
- Read each source and map its lines to your format
- List every line that cannot be read or is unclear
- You plant two changes in a copy; we run it and reconcile counts
- A separate automated reviewer checks; hand over the file and lists
This is a one-off job, not emergency cover or a subscription. We confirm eligibility, price, start window and delivery date in writing before you accept, and work starts only after the agreed inputs are in place. An enquiry creates no charge or booking.
Need to keep it working?
Discuss handling each supplier message as it arrives, with a check before every import.
Ongoing work is separately scoped and quoted: no monitoring, response-time guarantee or automatic subscription is included in this job.
Explore an ongoing managed lane, or mention the responsibility you need in your enquiry.
What you can check
This is a new service. We have not delivered this job for a client yet.
Other ways to get this done
- Ask the supplier for a fixed-layout spreadsheet each time.
- Retype the changes into your import template and check them against the email.
Questions
How is this different from the PDF price list job?
That one is for a PDF in one repeated layout. This one is for changing layouts and free-text announcements.
Will it apply the changes?
No. You check the file and import it yourself.
Can it handle every supplier?
Only the messages you send, up to three. More is quoted.
Does a pass mean it will be right next month?
No. A pass describes items like the test sample on the day of the test. It is not a promise about future items, and it does not replace your own checking.
Send an enquiry
Send us
- Which supplier and how often they send changes
- A sample of one message, with anything personal removed
- Your import format as a sample row
- No store login
Later, once you agree
- Up to three messages and attachments through an agreed secure route
- The import format specification
- Two changes your named person plants in a copy of one message; we are not told which lines
- The name of the person who approves the file
You keep your store, your helpdesk and every login. We work on the files you send through a secure route agreed after you say yes, and hand back files and a report. We never ask for store or helpdesk logins, and nothing goes live until your named person applies it.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “store-supplier-email-changes-to-update-file” as the subject.