Import items from a spreadsheet

The short version

Use Import price sheet to bring items in from a PDF, a photo or a spreadsheet. It shows everything it found before it saves anything.

Before you start

You need Can edit on Price list and Stock. Without both, Import price sheet stays grayed out.

A document import spends AI credits. A PDF costs 5 up to 10 pages, 10 up to 25 pages and 20 beyond that. A spreadsheet or a single photo costs a flat 5. An import that finds nothing is free. Credits are spent once the file is read, even if you don't add the items.

Steps

Open Import data, under Settings, then Libraries.
Click Import price sheet.
Choose your file. It takes a PDF, an .xlsx, a .csv, or a photo (jpg, png or heic), up to 25 MB.
Read the review screen, which opens as "Here's what we found".
Click the button at the bottom, which reads like "Add 42 items to my setup". Nothing is saved until you do.

The Import data screen with its three ways in: a price sheet, a spreadsheet and past imports.

The top card, Get the import skill, is a download that helps Claude turn old documents into files the importers can read.

Read the review screen

The review sorts what it found into Bundles, Items, Services, Staff and Equipment. A note at the top counts items already in your catalog.

Each item row has a cost box labeled "Your cost, each", or "Your cost per" and the unit. Estimated by AI marks a cost the file never stated. AI assumed marks a row with no unit or cost, set to "each" and $0. Type the real cost before you apply.

Choose another way in

Import price sheet reads a document you didn't format. It is the only way in for bundles and for staff roles and rates.
Import from a spreadsheet takes a .csv with a header row, one card each for contacts, venues, staff, recipes and past events.
On Items, Import opens a chooser. Download the blank template gives you the workbook, and Choose a spreadsheet reads it back. The preview ends with a button that reads like "Import 42 items".

Upload the same file again

A price sheet skips an item whose name matches, capitals aside, and an archived item stays archived. A matching item keeps a cost you typed, while an Estimated or never-entered cost takes the review's cost when above zero.
A filled-in workbook updates a row with the same name from its filled cells, and the preview counts new and updated rows. A blank cost or price cell on the Consumables, Alcohol, Equipment and Overhead sheets leaves the stored value alone.
The spreadsheet cards update contacts, staff and past events, and skip venues and recipes you already have.

Start the catalog over

There is no reset button, so select and delete the items.

Open Items and clear your filters, because Select all picks the rows you can see.
Click Select, then Select all.
Click Delete. The dialog says how many will be deleted for good, archived instead, or left alone.

The Items list in select mode, with the Select all button and the Delete button for a bulk change.

An item that was sold, invoiced, bought or counted is archived instead. An item used in a bundle or a recipe stays. A recipe is never deleted from here, so delete it from Recipes. You need permission to delete items.

Something look off?

Work through each check in order. Most fixes take under a minute.

An item came in with no cost

1 · Click the Needs a cost pill on Items to list items at $0.
2 · For a cost the AI guessed, follow Replace guessed costs on your items.