Excel to WellQuote: A Complete Migration Guide

If you’ve been using Excel for quotes, you know the drill: copy-paste from price lists, manual calculations, inconsistent formatting, and that nagging fear you forgot to update a formula. Moving to dedicated quoting software feels daunting, but it doesn’t have to be.

Here’s how to migrate from Excel to WellQuote in an afternoon.

Why Leave Excel?

Before we dive in, let’s be clear about what you’re gaining:

Excel Reality	WellQuote Benefit
30-60 minutes per quote	Under 2 minutes
No idea if customer viewed it	View tracking & notifications
Prices scattered across files	Central product catalog
Discounts slip through	Approval workflows
”Which version did I send?”	Full history & audit trail

You’re not just changing tools — you’re eliminating entire categories of problems.

Step 1: Export Your Product Data

Start with what you already have. Your existing Excel files contain valuable data:

1. Open your main price list or product spreadsheet
2. Ensure columns are clearly labeled (Name, Description, Price, SKU)
3. Clean up any obvious errors (blank rows, merged cells, formatting issues)
4. Save as .xlsx or .csv

Pro tip: Don’t aim for perfection. You can fix things after import.

Step 2: Import Products to WellQuote

1. Sign up for WellQuote (free tier is fine for this)
2. Go to Settings → Import
3. Upload your product file
4. WellQuote auto-detects most columns
5. Review the mapping and adjust if needed
6. Click Import

WellQuote handles:

• Creating categories from your data
• Detecting specification columns
• Flagging duplicates
• Validating prices and formats

Most imports complete in under 5 minutes.

Step 3: Import Your Customers

Same process for customers:

1. Export customer list from your CRM, accounting software, or Excel
2. Include columns for: Company Name, Contact Name, Email, Phone
3. Upload to WellQuote
4. Map columns and import

Now your quotes auto-populate customer details — no more retyping.

Step 4: Create Your First Real Quote

Pick an actual opportunity and quote it in WellQuote:

1. Click New Quote
2. Select the customer
3. Add products from your now-imported catalog
4. Adjust quantities and pricing
5. Preview the PDF
6. Send it

Notice how fast it is when you’re not copying from other files?

Step 5: Establish New Workflows

Here’s where the real value kicks in:

For New Quotes

• Always create from WellQuote, never from Excel templates
• Use the customer portal link instead of attaching PDFs
• Check view notifications to time your follow-ups

For Price Updates

• Update products in WellQuote directly
• Existing quotes keep their original prices
• New quotes automatically use current pricing

For Team Members

• Add team members with appropriate roles
• Set up approval workflows for high discounts
• Everyone works from the same product catalog

What About Old Quotes?

You don’t need to import historical quotes. They’re reference material, not active work. Keep them in your file archive if needed.

Going forward, all new quotes live in WellQuote. Within a few weeks, that’s where all your recent history will be.

Common Migration Questions

Q: What if my Excel file has errors?

Import what you can, fix the rest manually. Perfect data isn’t required to start.

Q: Can I still download Excel reports?

Yes. WellQuote exports quotes and products to CSV anytime.

Q: What if I need to go back to Excel?

Your data is always exportable. But after a week in WellQuote, you won’t want to.

Q: How long does migration really take?

Product import: 10-30 minutes depending on catalog size Customer import: 10-15 minutes First quote: 5 minutes Realizing you should’ve done this sooner: immediate

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Ready to stop fighting with spreadsheets? Start your free trial and import your products today.