Import Guide

WellQuote can import your existing data from Excel or CSV files. Most teams complete their initial import in under 30 minutes.

What You Can Import

• Products - Your entire catalog with specs and pricing
• Customers - Customer and contact information

Before You Start

Prepare your data:

1. One sheet per type - Products in one file, customers in another
2. Headers in row 1 - Column names like “Product Name”, “Price”, etc.
3. Clean data - Remove blank rows, fix obvious errors
4. Consistent formatting - Same currency format, same date format

Importing Products

Step 1: Prepare Your File

Your spreadsheet should include columns for:

Column	Required	Example
Product Name	Yes	”Split System 2.5kW”
Description	No	”Wall-mounted inverter unit”
SKU/Model	No	”MSZ-AP25VG”
Category	No	”Air Conditioning”
Unit Price	Yes	1299.00
Unit	No	”each”
Cost Price	No	850.00

Step 2: Upload

1. Go to Settings → Import
2. Select Products
3. Click Choose File and select your spreadsheet
4. WellQuote reads your file and shows a preview

Step 3: Map Columns

WellQuote auto-detects common column names. For each column:

• Matched - Green checkmark, correctly mapped
• Unmatched - Select the correct WellQuote field
• Skip - Ignore this column

Step 4: Review

Before importing, you’ll see:

• Number of products to be imported
• Any validation errors (missing required fields)
• Duplicate detection (products that already exist)

Step 5: Import

Click Import to add the products. You can:

• Add new only - Skip duplicates
• Update existing - Overwrite matching products
• Add as new - Create duplicates (not recommended)

Importing Customers

Prepare Your File

Include columns for:

Column	Required	Example
Company Name	Yes	”ABC Building Supplies”
Contact Name	No	”John Smith”
Email	No	”john@abc.com”
Phone	No	”+1 555 123 4567”
Address	No	”123 Main St, City”

The Process

Same as products:

1. Upload your file
2. Map columns
3. Review and confirm
4. Import

Handling Categories

When importing products, WellQuote can:

• Auto-create categories - New categories for values not in your system
• Match existing - Map to categories you’ve already created
• Ignore - Import products without category assignment

Technical Specifications

During product import, you can include specification columns:

• WellQuote detects columns that look like specs
• You choose which to import as specifications
• Specs become searchable and appear on quotes

Example spec columns:

• “Capacity (kW)” → Creates a “Capacity” spec
• “Refrigerant Type” → Creates a “Refrigerant Type” spec
• “Noise Level (dB)” → Creates a “Noise Level” spec

Troubleshooting

”File format not supported”

Save as .csv or .xlsx. We don’t support older .xls format.

”Required field missing”

Check that Product Name (or Company Name for customers) exists for every row.

”Invalid price format”

Remove currency symbols ($, €) and thousands separators. Use plain numbers: 1299.00 not $1,299.00.

”Duplicate detected”

WellQuote matches on SKU (products) or Company Name (customers). Choose how to handle in the review step.

After Import

Once import is complete:

1. Review your data - Spot check a few products/customers
2. Add missing info - Fill in fields you didn’t import
3. Organize categories - Adjust if auto-created categories need refinement
4. Start quoting - Your catalog is ready!

Tips for Smooth Imports

• Start small - Test with 10 products first
• Save your mapping - WellQuote remembers for future imports
• Keep your source file - For reference if questions arise
• Schedule updates - Re-import periodically to sync pricing