Importing data from Excel and CSV

QuoteNode provides a guided import wizard for loading product catalog data from Excel (.xlsx) or CSV (.csv) files. The system includes downloadable templates with example data and instructions.

Download the import template

Before preparing your data, download the official template:

1. Navigate to Products > Import
2. Click Download Template
3. Choose Template with examples (includes 3 sample rows) or Empty template

The template includes:

• A header row with all supported column names
• An instructions sheet explaining each field
• Example rows demonstrating correct formatting
• Required fields marked with an asterisk (*)

Template columns

Column	Required	Description
SKU		Product identifier. Auto-generated if left blank.
NAME	*	Product name — displayed in offers and PDFs.
UNIT_PRICE	*	Net unit price. Use dot as decimal separator (e.g., 149.99).
UNIT_PRICE_GROSS		Gross unit price. If provided, takes precedence for gross-first calculations.
VAT_RATE		VAT percentage (0, 5, 8, 23). Defaults to your tenant’s default VAT rate.
UNIT		Unit of measure: pcs, kg, h, m, m2, m3, l, set. Defaults to pcs.
GROUP_NAME		Product group/category name. Groups are auto-created if they don’t exist.
DESCRIPTION_SHORT		Brief description shown in offer line items.
DESCRIPTION_LONG		Detailed description for product detail views.
WEIGHT_KG		Product weight in kilograms (for shipping calculations).
MIN_QUANTITY		Minimum order quantity constraint.
QUANTITY_STEP		Quantity increment step (e.g., 0.5 for half-unit ordering).
STATUS		active or inactive (also accepts 1/0, yes/no).
REFERENCE_URL		External product specification link (http/https).
IMAGE_URL		Product image URL. Supported formats: jpg, png, webp, gif, svg. Max 10 MB.
NOTES		Internal notes (not shown to customers).

Additional columns in your file are ignored — you do not need to remove them.

The import workflow

Step 1 — Upload your file

Drag and drop your Excel or CSV file, or click to browse. Maximum file size: 10 MB. Maximum rows: 5,000.

For CSV files, the system auto-detects the separator (comma, semicolon, or tab) and encoding.

Step 2 — Column mapping

The system analyzes your file headers and automatically maps columns to QuoteNode fields. Review the mapping and adjust if needed:

• Each source column can be mapped to one target field
• Unmapped columns are ignored
• Required fields must be mapped before proceeding

You can save your column mapping as a named template for future imports — useful if you regularly import from the same ERP or supplier format.

Step 3 — Dry run

Before committing, the system validates your data:

• Required field checks (NAME, UNIT_PRICE)
• Format validation (numeric prices, valid URLs, recognized units)
• Duplicate detection (by SKU against existing catalog)
• Preview of the first 20 rows with any issues highlighted

No data is written to the database during dry run. Review the validation report and fix any issues in your source file if needed.

Step 4 — Execute import

Click Import to commit the validated data:

• New products are created for unmatched SKUs
• Existing products (matched by SKU) are updated with the imported values
• Product groups are auto-created when referenced by GROUP_NAME
• Images are downloaded from URLs and stored locally

A progress indicator shows the import status. When complete, a summary reports: rows imported, rows updated, rows skipped, and any errors.

Importing product images

Product images can be imported in two ways:

Via URL in the template

Include an IMAGE_URL column with HTTP/HTTPS links to product images. The system downloads each image during import.

Via ZIP upload (bulk media import)

For large catalogs, upload a ZIP file containing product images:

1. Navigate to Products > Import > Media Import
2. Upload a ZIP file (max 500 files)
3. Name each file with the product SKU (e.g., PRD-001.jpg, PRD-002.png)
4. The system matches files to products by SKU and uploads them

A dry-run preview shows which files matched, which were skipped, and any errors.

Mapping templates

If you import regularly from the same source format:

1. During Step 2 (column mapping), click Save Mapping Template
2. Give it a name (e.g., “ERP Export”, “Supplier X Format”)
3. On future imports, select the saved template to auto-apply the same column mapping

Mapping templates are stored per-tenant and can be marked as default.

Tips

• Start with the template — it ensures correct column names and formatting.
• Use dry run — always validate before committing, especially for large imports.
• Deduplicate by SKU — if you re-import a file, existing products are updated (not duplicated).
• Group names — use consistent group names across imports to maintain clean categorization.
• Encoding — for CSV files with special characters (Polish, German, French), ensure UTF-8 encoding.