In this article, you will learn about the item importing process in Workiz.
Workiz can help save you valuable time by importing various pieces of historical business data — including item information.
Importing overview
| What we can import | What we cannot import |
|
|
Have a price book that you'd like to import into Workiz? You will first need to import your items, and then import your item groups/flat rate items. To learn more about importing item groups and flat rates, please see this article.
Understanding the process
The importing process detailed in this article requires you to prepare your files in order to submit a formal request with our technical support team. This request is typically submitted around the time of your onboarding period to help you get started with Workiz.
- Review the import documentation
- Prepare your files for import
- Submit files to our technical support team
Workiz offers various tools to help with the recurring import of clients, leads, and invoices. To learn more about how you can regularly import data from third-party platforms, please see the following topics:
QuickBooks Online
If you are using or plan on using the QuickBooks Online integration, you will need to import your items by connecting the two accounts. Importing your items separately may result in duplicate items.
File types
Workiz can only accept flat CSV or XLS/XLSX files for importing purposes. A flat file is a plain text file with each row representing a single, separate entity (e.g., one row = one item).
A flat CSV cannot have complex hierarchical structures or relationships between separate rows.
When compiling your data, be sure to create a separate file for each entity. If you are requesting an import of clients, jobs, leads, estimates, invoices, and items, you will need to have six separate files.
Importing item images
To include images in your item import, the images must be hosted online at a publicly accessible URL. For example, if you had 100 items you wanted to import, you would need 100 unique URLs that lead to the images for each item.
Direct uploads of static image files are not supported for importing. You may host the images on your own website or cloud storage options like Google Drive or Dropbox.
Item field guidelines
| Field | Required/optional | Notes |
|---|---|---|
| Item name | Required | |
| Image | Optional |
Must be provided as a valid and existing URL. |
| Price | Required | |
| Cost | Optional | |
| Model number | Optional | |
| Item type | Required | Must match one of the item types in Workiz:
|
| Description | Optional | |
| Taxability | Required | Must be formatted as "true" or "false," where true = taxable and false = non-taxable. |
| Inventory managed | Optional |
Must be formatted as "true" or "false," where true = inventory managed and false = not inventory managed. Item type will be set to product if this field is set to true. |
| Stock level (inventory) | Optional | |
| Re-order number (inventory) | Optional | |
| Custom field 1 name | Optional | Must match one of the item custom fields that already exist in Workiz. |
| Custom field 1 value | Optional |
Follow the guidelines based on your custom field type:
|
| Custom field 1 visibility | Optional |
This determines whether this custom field will be visible to your clients on estimates and invoices. Must be formatted as "true" or "false," where true = visible and false = not visible. |
| Custom field 2 name | Optional | See note for custom field 1 name. |
| Custom field 2 value | Optional | See note for custom field 1 value. |
| Custom field 2 visibility | Optional |
See note for custom field 1 visibility. |
| Category 1 name | Optional |
This is the name of the primary category that this item exists under. Example bolded below: HVAC parts Installations Heating installations |
| Category 1 image | Optional | Must be provided as a valid and existing URL. |
| Category 2 name | Optional |
This is the name of the first subcategory that this item exists under. Example bolded below: HVAC parts Installations Heating installations |
| Category 2 image | Optional | See note for category 1 image. |
| Category 3 name | Optional |
This is the name of the second subcategory that this item exists under. Example bolded below: HVAC parts Installations Heating installations |
| Category 3 image | Optional | See note for category 1 image. |
Item import sample file
For more help with putting together your item import file, please see the attached file below.