When to Use This Guide
Use these best practices if your file includes:
50+ pages
Hundreds of line items
Multiple customers
Multiple contract IDs
Multiple vendor or product sections
Marketplace or distributor billing data
A large PDF, CSV, or Excel export
These files may still be supported, but they may need to be prepared differently before upload.
Recommended Approach
For large or complex files, we recommend breaking the file into smaller, more focused uploads.
For CSV or Excel files, you may get better results by splitting the file by:
Customer
Contract ID
Vendor
Billing period
Product group
Location or department, if applicable
This helps BetterTracker create cleaner contracts and makes the results easier to review after import.
PDF vs. CSV or Excel
PDFs are supported and may work well for standard contracts and invoices.
For large distributor-style invoices, CSV or Excel may provide better accuracy and more control because the data is already structured in rows and columns.
If you have the option to export a large Pax8, Kaseya, marketplace, or distributor invoice as CSV or Excel, that may be the better upload format.
Multi-Customer Files
Some distributor invoices include multiple customers in one file.
If possible, split the file so each upload represents how you want the contracts organized in BetterTracker.
For example, you may want to create separate uploads by:
One customer per file
One contract ID per file
One billing period per file
One vendor or product group per file
This helps keep each contract cleaner and easier to manage.
Excel File Tips
If your file is Excel:
Put the contract or invoice data on the first tab
Remove tabs that only include notes, definitions, or instructions
Split separate invoice tabs into separate files
Make sure vendor, product, quantity, and cost columns are clear
If the first tab does not contain billing data, OCR may not find the information needed to create the contract.
Upload Large Files Separately
If you have one very large file and several smaller files, upload the smaller files first.
Then upload the large distributor or marketplace file separately.
This makes it easier to review the results and prevents one complex file from slowing down or impacting a larger upload batch.
What to Review After Upload
After the upload is complete, review the imported contract details carefully.
Pay extra attention to:
Vendor name
Product or service name
Customer name
Contract ID
Quantity, seats, licenses, or usage
Unit cost and total cost
Billing period
Renewal dates
Taxes, fees, and discounts
Any pricing that changes over time
AI can save a lot of time, but large billing files may still require manual review or adjustment.
Quick Rule
If the file is a normal vendor contract or invoice, you can usually upload it as-is.
If the file is a large distributor or marketplace billing export with many customers, products, or line items, consider splitting it into smaller CSV or Excel uploads first.