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Bulk Import Inventory Items

Bulk import lets you add multiple inventory items at once by uploading a CSV or Excel file. Use it to:

  • Import existing inventory from another system
  • Add many new products quickly
  • Update multiple items at once

Quick Start

  1. Go to Inventory (Dashboard or Items). Click the dropdown arrow (▼) next to the ITEM button, then select Import. Or go directly to the Import page.
  2. Download the Sample CSV (from the import modal or Import page) to see the format
  3. Fill in your data using the sample as a template
  4. Upload your file (CSV or Excel, max 10MB)
  5. Map your columns (the system auto-detects most fields)
  6. Review the preview and import

Required Fields

Every item must have:

  • name — Product name (e.g., "Office Chair", "Socket Head Screw")
  • status — One of: STOCKED, ON_ORDER, ORDER_NOW, ORDER_SOON, RESEARCHING, ARCHIVED, or UNKNOWN

Optional Fields

You can include any of these (all optional):

  • sku — Your product code/part number
  • description — Detailed product info
  • base_price — Selling price
  • category — Product category
  • unit — Unit of measure (each, box, etc.)
  • lead_time — Days to receive when ordered
  • location — Storage location
  • image_url — Main product image (full URL)
  • additional_images — Multiple images, comma-separated URLs
  • attachments — Documents/PDFs/CAD files, comma-separated URLs
  • notes — Internal notes
  • cost_per_unit — Your purchase cost
  • markup_percentage — Markup for pricing
  • quantity — Initial stock quantity (also accepts: initial_quantity, qty, stock)
  • low_stock_threshold — Quantity that triggers low-stock alerts
  • reorder_qty — Suggested reorder quantity (also accepts: reorder quantity, order qty, etc.)
  • vendor_name — Supplier name
  • vendor_contact — Contact person
  • vendor_email — Vendor email
  • vendor_phone — Vendor phone
  • vendor_purchase_url — Direct purchase link from primary vendor
  • vendor_2_name — Secondary vendor name
  • vendor_2_contact — Secondary vendor contact
  • vendor_2_email — Secondary vendor email
  • vendor_2_phone — Secondary vendor phone
  • vendor_2_purchase_url — Direct purchase link from secondary vendor

Status Values

Use these exact values (or close variations — the system will auto-correct):

  • STOCKED — Item is in stock
  • ON_ORDER — Item has been ordered
  • ORDER_NOW — Need to order immediately
  • ORDER_SOON — Should order soon
  • RESEARCHING — Still evaluating
  • ARCHIVED — No longer active
  • UNKNOWN — Status not determined

Tip: The system recognizes variations like "in stock" → STOCKED, "pending" → ON_ORDER, etc.

Images & Documents

Single image: Put the full URL in the image_url column: 

https://example.com/product-image.jpg

Multiple images: Put comma-separated URLs in additional_images: 

https://example.com/img1.jpg, https://example.com/img2.jpg, https://example.com/img3.jpg

Documents/attachments: Put comma-separated URLs in attachments: 

https://example.com/spec.pdf, https://example.com/cad-file.step

Important: All URLs must be complete (start with http:// or https://). The system downloads and stores them securely in AirShop.

Example CSV Format

Minimal (required only): 

name*,status*
"Alloy Steel Socket Head Screw",STOCKED

With common fields: 

name*,sku,status*,description,base_price,category,image_url,vendor_name
Office Chair,,STOCKED,Ergonomic chair with lumbar support,299.99,Furniture,https://example.com/chair.jpg,Office Supplies Co
Socket Head Screw,91251A550,STOCKED,,,Hardware,https://example.com/screw.png,McMaster

With images and documents: 

name*,sku,status*,image_url,additional_images,attachments,vendor_name
Laptop Stand,TS-001,ORDER_NOW,https://example.com/main.jpg,"https://example.com/img1.jpg, https://example.com/img2.jpg","https://example.com/spec.pdf",Tech Solutions

File Limits

  • Max file size — 10MB
  • Max items per import — 500
  • Supported formats — CSV (.csv), Excel (.xls, .xlsx)

Duplicate Handling

  • Each SKU must be unique within your organization
  • When a duplicate SKU is found, you can choose:
  • Skip duplicates — keep existing items unchanged
  • Update existing — overwrite with imported data
  • When updating, only non-empty fields in your file are changed. Existing data in other fields is preserved.

Advanced Features

  • Undo import: Administrators can use "Undo" in Import History to remove all products from a specific import
  • Cancel import: Stop a long-running import anytime from the processing screen
  • Vendor URL mapping: If a column has URLs (e.g., mcmaster.com), you can map them to vendor names (e.g., McMaster-Carr) to avoid junk records. Vendor info can create Sources.
  • Stocktake integration: If a stocktake is in progress, newly imported items are automatically added to the count list

Troubleshooting

"File must contain at least a header row and one data row" - Ensure your file has headers in the first row - Ensure you have at least one data row below the headers

"Required fields not mapped" - Check that name and status columns are mapped - The system auto-detects most fields; you can manually map them if needed

"Invalid status" - Use one of the accepted status values (see Status Values above) - The system will try to auto-correct common variations

"Duplicate SKU" - Each SKU must be unique in your file - Choose "Update existing items" to overwrite duplicates, or "Skip duplicates" to keep existing items

Images/documents not showing - URLs must be complete (include http:// or https://) - URLs must be publicly accessible (the system downloads them) - Check that the file format is correct (jpg, png, pdf, etc.)

Sample data not importing - Rows containing "EXAMPLE" are automatically filtered out - This prevents accidentally importing the sample data from the template

Tips & Best Practices

  1. Start small — Test with 5–10 items first
  2. Use the sample — Download the sample CSV and modify it for correct formatting
  3. Check the preview — Review what will be imported before confirming
  4. Backup first — Export your current inventory before large imports (same dropdown as Import)
  5. Consistent formatting — Use the same format for categories, units, and locations across all rows
  6. Review errors — If some rows fail, download the error report CSV to see what went wrong

Administrator Note

Bulk import and rollback are restricted to Organization Administrators only. See Settings for organization management.