Import your spare parts and refurbished-device supplier XML invoices (Italian FatturaPA or international UBL): Fixh IT reads them automatically, recognizes parts already in your catalog, and loads the warehouse with no manual entry.
A repair shop for smartphones and PCs continuously receives invoices from spare parts suppliers: screens, batteries, charging connectors, PC components, refurbished devices to resell. Re-entering every line of every invoice by hand into a spreadsheet, and then replicating the same warehouse stock load separately, is double work that eats up valuable time and introduces errors. Fixh IT's "Incoming supplier invoices" module does the exact opposite: you upload the XML file your supplier sent you — in Italian FatturaPA or international UBL format — the system reads it on its own, automatically recognizes the spare parts already in your catalog by SKU or EAN code, and generates both the invoice's accounting record and the warehouse stock load of the received parts in a single step.
Why it matters for a repair shop
In a repair workshop the parts flow is continuous: every week invoices arrive from one or more suppliers, and each invoice contains dozens of different lines — screens for different models, batteries, screws, double-sided adhesive, connectors. Manually entering every line into a purchase order and then double-checking that the warehouse actually reflects what was received is work that, done by hand, takes time and easily creates discrepancies between what was invoiced and what is actually available on the shelf. Automating this step means the spare parts warehouse always stays aligned with the accounting, an essential requirement to correctly calculate the real margin on every repair.
How it works in practice
You upload the XML file of the invoice received from the supplier: the system automatically recognizes whether it is in FatturaPA format (the Italian standard) or UBL (the international standard used, for example, by European suppliers), extracting the supplier's data, the document number and date, the lines with description, quantity and price, and the totals. For each line, if the part's code (SKU or EAN) matches a product already in your catalog, the system recognizes it and automatically suggests it in a preview, even before you import the invoice.
The system also checks whether the supplier already exists in your records (by VAT number or business name) or needs to be created from scratch, and whether the same invoice number for the same supplier has already been imported before, to prevent accidental double loading. Once the import is confirmed, Fixh IT automatically creates the purchase order linked to the supplier, records the incoming invoice with the taxable amount, VAT and total, and updates the warehouse with the received parts, ready to be picked for the first matching repair.
Every imported invoice stays linked both to the supplier's record and to the generated warehouse order, with a payment status (draft, to pay, paid) you can update as you go. This gives you an always up-to-date picture of the costs incurred and the input VAT, useful for tax filing, without having to cross-check data between the accounting and the physical warehouse.
How XML upload works
Uploading works like this: from the "Incoming supplier invoices" screen, you select (or drag and drop) the XML file received from the supplier. The system analyzes the content and automatically recognizes whether it is an Italian FatturaPA file or an international UBL file, without you having to specify the format: if the file doesn't match either standard, a clear message is shown — "Unrecognized XML format. FatturaPA (IT) and UBL (international) are supported" — so you immediately know the document cannot be imported.
Once the format is recognized, the system automatically extracts from the XML file the supplier's data, the document number and date, the list of lines (description, quantity, unit price), and the totals. For each line it attempts an automatic, case-insensitive match between the product code stated on the invoice (SKU or EAN) and the products already in your catalog: when it finds a match, the line is shown already paired with the existing product in the preview, before you confirm anything. Only at this point, after checking the preview and correcting any unrecognized lines, do you confirm the import: that is when Fixh IT records the invoice, creates the purchase order linked to the supplier, and automatically updates the warehouse stock with the received parts.
Quick guide
- Go to the Documents section and open "Incoming supplier invoices".
- Upload the XML file of the invoice received from the supplier (FatturaPA or UBL).
- Check the preview: the system automatically recognizes the format, the supplier, and the parts already in your catalog.
- Review any lines not automatically recognized and assign the correct product category.
- Confirm the import: the purchase order is created, the invoice is recorded, and the warehouse is updated.
- Update the invoice status (to pay, paid) as you make payments to the supplier.
- Check the supplier invoice list at any time to review costs and input VAT.
Real use cases
A spare parts wholesaler sends a weekly FatturaPA invoice with thirty different lines of screens, batteries, and connectors for different smartphone models: the technician uploads the XML file, the system automatically recognizes twenty-eight parts already in the catalog by SKU code, suggests creating only the two missing new items, and within seconds the warehouse is updated with all the quantities received.
A European PC components supplier sends an invoice in UBL format: the system automatically recognizes it as an international standard (as opposed to the Italian FatturaPA) and imports it through the same flow, with no need for a different procedure.
A shop mistakenly receives the same invoice twice from the supplier: when uploading the second XML file, the system recognizes that the same invoice number for the same supplier has already been imported, and flags the duplicate before generating a double warehouse load.
Tips and best practices
Import supplier invoices as soon as possible after receiving the goods, not in batches: the more invoices you postpone, the harder it becomes to cross-check at a glance what you physically received against what the system shows. Always assign consistent SKU or EAN codes in your product catalog: the tidier the catalog, the better automatic part recognition works with no manual intervention needed. Regularly update the invoices' payment status (to pay, paid): this is what lets you always keep track of your exposure to each individual supplier.
Common mistakes to avoid
The first mistake is continuing to record supplier invoices by hand on an external spreadsheet "because it's faster": in the short term it might seem so, but you lose the automatic warehouse update, which then has to be double-checked manually line by line. Another common mistake is ignoring the duplicate invoice warning, assuming it's a false alarm: before forcing the import, always check whether the previous invoice with the same number and supplier is actually a mistake or a different document. Finally, don't leave unrecognized parts without assigning them a correct product category: a disorganized catalog makes automatic recognition of future invoices increasingly difficult.
Frequently asked questions
Do I have to manually enter the number, date, and amounts of the received invoice? No, you upload the supplier's XML file and the system automatically extracts all this data, including the individual lines with description, quantity, and price.
Which XML formats are supported? FatturaPA, the Italian standard, and UBL, the international standard used, for example, by foreign suppliers.
Does the import also update the spare parts warehouse? Yes, the import automatically creates the purchase order linked to the supplier and updates the stock with the received parts.
What happens if I accidentally import the same invoice twice? The system recognizes that the same invoice number for the same supplier has already been imported and warns you before generating a double warehouse load.
Can I attach the XML or PDF file of the received invoice? Yes, the original document's content stays linked to the record so you always have it available.
Do supplier invoices affect cost statistics and repair margins? Yes, they are included in the reports and let you correctly calculate the real margin between the parts' purchase cost and the price applied in the shop.
