Import items in bulk

If you’re switching from another system or setting up Service Buddy for the first time, typing every item by hand is a slow way to start. Use the bulk upload tool to import your full catalog from a spreadsheet in minutes.

Steps

1. Click Settings in the left sidebar, then click Products & Services (under Company Management).
2. Click Import at the top of the page.
3. In the Upload CSV File dialog, click the here link in the line “Please click here to download the CSV upload template” to get the template.
4. Open the template in Excel or Google Sheets and fill in one row per item:
   • Name (required)
   • Type — Service, Product, Material, Equipment, or Labor
   • Cost
   • Unit Price
   • Quantity — starting stock
   • Measurement Unit — each, box, hour, etc.
   • Description
   • Tax Exempt — true or false
   • Vendor — vendor name (must already exist in Service Buddy)
5. Save the file as CSV.
6. Drag your CSV into the dialog, or click Select A File to pick it from your computer.
7. Click Import.

What happens next

• Each valid row becomes a new item in your catalog.
• Any rows with errors are skipped and shown in a downloadable error report.
• You can re-upload the corrected file to bring in the remaining items.

Tips for a clean import

• Fill every required field before uploading — missing names will fail the row.
• Match vendor names exactly to existing vendor records. If “Stanton” is actually “Stanton Carpet Co.” in Service Buddy, the link won’t connect.
• Keep item names short but unique. Carpet Pad 7lb 8mm is clearer than Padding when your catalog grows.
• Do a small test batch (10 items) before importing hundreds so you catch formatting issues early.

Tip

Export your current catalog from your old system as a starting point. Most flooring POS and accounting tools let you export items as CSV — you’ll just need to rename a few columns to match the Service Buddy template.

Caution

Bulk upload creates new items — it doesn’t update existing ones. If you want to update prices across the catalog, export first, edit the spreadsheet, then use the update flow instead of the import flow.

FAQ

Can I update existing items via bulk import?

No — bulk import creates new items only. To update existing items (a price increase across all carpet, a new freight surcharge on hardwood, or a tile cost change, for example), export your catalog, edit the prices in the spreadsheet, then use the in-app update flow rather than re-importing. Re-importing creates duplicates.

Should I import vendors or items first?

Vendors first. Item rows that reference a vendor name need that vendor to already exist in Service Buddy, or the link won’t connect (the item is created, but with no vendor). Add vendors, then import items.

What types should I use — Service, Product, Material, Equipment, Labor?

• Product — physical goods you sell (carpet rolls, hardwood, LVP cartons, tile boxes, area rugs, padding, underlayment, transitions).
• Material — consumables used during install (tack strip, seam tape, glue, thinset, grout).
• Service / Labor — time-based work (install per sq yd, stair labor, binding labor).
• Equipment — rented or company-owned tools you bill for or track usage of.

Auto-deduct only applies to Product and Material.

What’s the right way to migrate from another flooring system?

Export your current catalog as CSV, open it alongside Service Buddy’s template, and rename columns to match. Most fields map 1:1 (Name, Cost, Price). Two things to watch for: vendor names must match exactly, and your old system’s “Type” naming may not align with Service Buddy’s options.

Why are some rows being skipped?

The most common reasons:

• Required field missing (almost always Name).
• Type value doesn’t match one of the allowed types.
• Vendor name doesn’t match an existing vendor.
• Numeric fields contain currency symbols or commas (use 1250.00, not $1,250.00).

The error report from the import shows the exact reason per row.

How big can my CSV be?

Most retailers import a few thousand items without issue. For very large catalogs (10,000+), split into batches of 2,000–3,000 rows and import sequentially.

Can I include initial stock counts?

Yes — fill in the Quantity column on each row. This becomes the Received Qty on the new item. Useful when migrating from another system: import your final on-hand counts as the starting Received Qty.

Should I do a test batch first?

Yes. Import 10–20 items as a pilot and confirm the result looks right (names, types, prices, vendor links). Catch any formatting issues before importing the full catalog. Better an hour of cleanup on a 10-item test than on a 2,000-item batch.

Related tasks

• Add an item to your catalog
• Track inventory levels