Import rates from a vendor rate sheet (PDF or photo)Premium

Vendors send their rates as PDFs and photos on WhatsApp. Instead of typing every hotel and room price, upload the sheet to the vendor in Calbil. Calbil reads it and shows each rate as a card to check. Nothing is saved until you press Save.

Premium, for the owner and managers. 50 sheets a month. A sheet that was read before (the same file) is not counted.

Before you start

• Add the vendor first: see Add a vendor.
• Use the sheet the vendor sent: a PDF (up to 10 pages) or a photo (PNG, JPG or WebP, up to 4 MB). An image saved from WhatsApp works. Big phone photos are made smaller before upload.
• A clear, straight photo reads best. If the photo is blurred or cut off, ask the vendor for the PDF.

1. Upload the sheet

1. Open Vendors and the vendor.
2. Open Import rates from a file.
3. Choose the file and press Read the sheet. It takes a short while; the counter shows how many sheets you have read this month.

2. Check every card

Each hotel, date period and visa price becomes a card. On a computer the sheet is shown beside the cards, so you can check line by line.

• Looks right (green): nothing to check.
• Check (amber): look at the note, for example "Matched to … Is it the same hotel?" or a price far from last time.
• Fix first (red): the card starts unticked, for example when the dates overlap a rate you already saved. Fix it or leave it unticked.
• Grey notes only explain what happens, for example how the dates were read.

On every hotel card you can change the hotel, the Valid from / Valid to dates and the five prices: Double, Triple, Quad, Quint are per room per night, Sharing is per bed per night. An empty price means that room type is not saved.

How Calbil reads common sheets

• Date columns like "Check in 29 Oct – 9 Dec" and "10 Dec – 31 Jan" become separate rates, one per period.
• "Quad / Triple / Double" in one column fills each of those room types.
• "NIL" or "On booking" is not saved; such rows appear under Not imported.
• "Hotel A / Hotel B" on one row gives a card for each hotel with the same prices.
• Visa prices by group size (for example 1–4 persons) are saved as small-group prices, and prices by condition (for example "with full accommodation") become separate visa cards with the condition as the note. Untick the ones that don't apply to you.

3. Hotels not in Calbil's list

Calbil matches hotel names to its list even with another spelling, for example "Emar Al Khair" and "Emaar Al Khair Hotel". If a hotel is not in the list, the card shows New hotel with the name to add; correct the spelling if needed. It is added to Calbil's hotel list when you save. If the name looks like a hotel already in the list, Calbil asks you to pick it, or tick Different hotel.

On a card that was matched to the wrong hotel, press Not this hotel? Add it as a new hotel, or choose the right one in the hotel box.

4. Save

Press Save N rates. The rates appear on the vendor page like rates you typed, and new quotes use them straight away. To change one later, use the pencil on that rate; to add a missing room type to a period, use + Add Triple, Quad… under that period (see Add hotel rates).

Good to know

• The file is read by an AI service (Anthropic's Claude) and is not stored by Calbil. The rates you save are your agency's only.
• Rates of the same hotel, room type and dates can't overlap an active rate you already have. Pause the old rate first, or change the dates.
• Package flyers are not read yet; add packages by hand (see Vendor packages).
• Agents don't see vendors or rates; only the owner and managers import sheets.