Landed cost, end to end
Upload a supplier invoice, review the AI extraction, allocate extra costs, calculate landed cost per unit, and publish the bill.
Updated 5 August 2026
This is the full landed-cost workflow: capture a supplier invoice (the document you may know as a purchase order), let AI extract it, add any separate freight or customs bills, allocate those costs across your products, and get a landed cost per unit. Optionally publish the original documents to Xero or QuickBooks.
1. Upload a supplier invoice
- Go to Dashboard and click Upload Supplier Invoice (or New Shipment on the Shipments page).
- Drop the supplier's invoice or PO (PDF or image).
- Landara runs AI extraction and creates a shipment.
The AI pulls out the supplier, document number, line items (SKU, quantity, unit cost), currency, and any extra costs already on the document (shipping, handling, and similar).
If the document number matches something you already uploaded, Landara warns you before it becomes a second shipment. You choose: keep the new upload (a genuine second delivery of the same order is normal), or discard it and open the shipment that already exists.
2. Review and correct the extraction
Every field has a confidence score. Anything low-confidence is flagged for you to check.
- Open the shipment and scan the extracted line items.
- Fix any SKU, quantity, or unit-cost values that look wrong.
- Confirm the extra costs the AI found, adjusting categories if needed.
Correcting a value takes seconds and keeps your landed cost accurate. It's always worth a quick pass before you calculate.
3. Add separate extra-cost documents (optional)
Freight forwarders and customs brokers usually bill separately. If costs came on their own documents:
- On the shipment, click Add invoice.
- Upload the freight or customs bill. AI extracts and categorises the charges.
- It's linked to this shipment and included in the calculation.
Categories are: freight, duty, clearance, insurance, and other.
4. Choose an allocation method and calculate
Different costs should spread across your products differently. Pick a method per cost type:
| Method | Best for |
|---|---|
| By value (default) | Duty and insurance: costs that track item value |
| By quantity | Similar-sized items, or simple splits |
| By weight | Freight. Uses your own per-unit weights, entered once and remembered |
| By volume | Bulky, light items |
- Set the allocation method for each cost type.
- Click Calculate.
- Review the results table: original unit cost, allocated costs, and total landed unit cost per SKU.
By weight needs a weight for every line, and it will stop and ask rather than quietly falling back to another method. Enter the missing weights right in the dialog (the weight of one unit as it arrives from your supplier, not the packaged shipping weight) and they are saved to Cost Layers → Product weights for every future shipment. They are your records: Shopify's variant weight describes the parcel you send to customers, which is a different number.
5. Export and publish
- Export the results as CSV for pricing and inventory valuation.
- Publish the original bill to Xero or QuickBooks as a Bill, with the source PDF attached, so your bookkeeper can pay and reconcile it.
Publishing sends the original document, not the calculated figures. Landara handles extraction and allocation; your accounting software handles payment and reconciliation.
Next
- Connect Xero or QuickBooks to publish
- Selling on Shopify too? Seed cost layers to track COGS
