Importing items

  • Updated

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
  • Item name
  • Price
  • Cost
  • Model number
  • Item type
  • Description
  • Taxability
  • Inventory status
  • Inventory information (e.g., stock level, reorder point etc.)
  • Custom fields
  • Usage history

Have a price book that you'd like to import into Workiz? Please contact support to discuss your options.

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. 

  1. Review the import documentation
  2. Prepare your files for import
  3. 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.

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:
  • Product
  • Service
  • Hours
  • Expense
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:

  • Text: Alphanumeric characters (letters and numbers).
  • Numbers/quantity-based numbers: Can only include numbers.
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.

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