# Importing products and stock balances from Excel

URL: https://bimpsoft.com/en/help/products/import-products/
Updated: 2026-11-06

> Import from Excel creates product and service cards and posts stock balances in one operation. Open "Warehouse → Data import", click "Run data import", configure the parameters, upload the file, map the columns to Bimp fields and click "Upload data". The limit is 9000 products per file.

## When to use Excel import

Use Excel import if the catalog has hundreds or thousands of items and entering them manually takes too long. In one operation, Bimp creates product or service cards, posts stock balances with [cost price](https://bimpsoft.com/en/help/costing/cost-price-guide/) and, if needed, creates a customer price list. The file template is free-form; the main thing is that the first row has column headers, for example "Name", "SKU", "Balance", "Purchase price".

**Example.** A company kept records in Excel and is moving to Bimp. The manager uploads a file with 5000 rows of balances and purchase prices, and within a few minutes has cards for all products and balances with the correct cost price.

For an overview of imports, see [What you can import into Bimp](https://bimpsoft.com/en/help/getting-started/import-overview/).

## How to prepare the file

Prepare a .xls, .xlsx or .csv table. Before uploading:

- check that it has no duplicates;
- separate the data into columns: "Cost price" is the purchase price of a unit, which goes into the value of the warehouse balance, and "Price" is the selling price that is filled into orders. Do not enter the selling price instead of the cost price: profit will equal zero and inventory will be overstated;
- specify units of measure exactly as they are named in Bimp ("pcs" and "pcs." are different values, see [Units of measure](https://bimpsoft.com/en/help/products/units-of-measure/));
- if the file contains both products and services, split them into two files: one import uploads one type;
- the file must contain no more than 9000 items.

## Import settings

Import parameters are set on the "Settings" tab of the import window.

1. Open **Warehouse → Data import** and click **Run data import**.
2. In the "Import" window, go to the "Settings" tab.
3. In the "Directories to upload" block, turn on the switches you need:
   - "Products" is always on and creates the cards;
   - "Balances and cost price" uploads quantity and value; the file must contain balances with a purchase price or cost price;
   - "Customer price list" creates a price list or changes prices in the current one, see [Importing price lists](https://bimpsoft.com/en/help/pricing/import-price-lists/).
4. In the "Products" block, specify the "Default unit of measure", the "Default product type" ("Product" or "Service") and the "Expense item".
5. In the "Product search" block, choose how Bimp looks for existing items: "By SKU" (the most precise), "By barcode" or "By name". If Bimp finds a card, it updates it; otherwise it creates a new one.
6. If "Balances and cost price" is on, specify the "Warehouse" (if the file has no warehouse column) and the "Posting date".

![The "Import" window, "Settings" tab: switches "Products", "Balances and cost price" (on), "Customer price list"; fields "Default unit of measure" "pcs", type "Product", "Expense item"; the "Product search" block with the "By name" switch; "Warehouse" and "Posting date"](https://bimpsoft.com/help/_img/88b3ea55-b039-4e65-9b47-0aa54bc54e21.webp)

### Which expense item to choose

The [expense item](https://bimpsoft.com/en/help/getting-started/income-and-expense-items/) depends on what you are uploading:

| What you upload | Expense item |
|---|---|
| Products | "Work in progress" (or another item from the "Cost price" group) |
| Company services that are sold | "Work in progress"; otherwise the service cannot be selected in a [customer order](https://bimpsoft.com/en/help/sales/customer-order/) and costs cannot be allocated to it |
| Production services from a supplier that are included in cost price | "Work in progress" or another item from the "Cost price" group |
| Administrative services (rent, communications), which are period costs | An item from the "Administrative", "Selling expenses" and similar groups |

## How to upload the file and map the columns

1. In the "Import" window, go back to the "File" tab, drag the file in or click **select a file** and upload it. Then click **Next**.
2. In the preview table, click a column header (it initially says "Do not upload") and select a Bimp field: for example, for the column with the name, **Products → Name**; for the column with the purchase price, **Balances and cost price → Price (cost price)**. Repeat for each column you need.
3. Remove unneeded rows: tick them and click **Delete** at the top.
4. Click **Upload data** (the confirmation button at the bottom of the window).

![The "Import" window, "File" tab: the area "Drag or select a file to upload" (.xls .xlsx .csv), the buttons "Confirm" and "Cancel"](https://bimpsoft.com/help/_img/b7aba2ed-6c44-433f-8775-234690ec2b21.webp)

If required fields are not selected (for example, "Name"), Bimp shows an error. After you fix it, the window shows a report: how many items were uploaded out of the total.

## What happens during import

Import does not overwrite existing data; it adds up to it. The "[Opening balances](https://bimpsoft.com/en/help/getting-started/opening-balances-inventory/) entry" document created from the file adds the uploaded balances to the existing ones: if the database already has 10 units of a product and the file has 5 more, the system will show 15.

Bimp checks the products automatically. Rows without errors are marked with a blue (violet) exclamation mark, problem rows with a yellow one; the description of the problem is shown in an extra column and on hover. If you click **Confirm**, only correct items are uploaded; you do not need to delete the erroneous rows manually, the system ignores them.

> [!WARNING] You can upload no more than 9000 products in one file. Split a larger file into parts and upload them one after another.

## The import succeeded, but the products are not in "Products and services"

An import can finish successfully but the products do not appear in the directory if "Use batches" is turned on in the company settings. Then Bimp treats batches as mandatory for every product, and if the file has no batch column, card creation is blocked by background validation.

To repeat the import, do one of two things:

- **Turn off batches for these products.** Add a column to the file, enter "No" in each row and map it to the field **Products → Use batches**.
- **Add batch information.** Add a "Batch" column and fill it in for all rows.

![Drop-down list of fields when mapping import columns: the "Products" group (Unit, Product type, Print name, Expense item, Group, SKU, Barcode, Min. and Max. stock, Supplier, Retail category, VAT, Weight, dimensions, Tax invoice code, Priority, Comment, Product description) with the "Use batches" item highlighted; below it the "Modification" group](https://bimpsoft.com/help/_img/0394bcc4-c228-422b-848e-e3d059a7c5dc.webp)

Before a large import, make sure batch tracking is needed for all types of products.

## FAQ

**How many products can I upload in one file?**

No more than 9000. If the file is larger, split it into parts and upload them one after another.

**What should I enter during import: cost price or selling price?**

Both, in different columns. "Cost price" is the purchase price of a unit (the valuation of the warehouse balance), "Price" is the selling price used in orders. If you enter the selling price instead of the cost price, profit will equal zero and the value of inventory will be overstated.

**Why are the products missing from "Products and services" after a successful import?**

Most likely batch tracking is enabled in the company and the file has no "Use batches" or "Batch" column. Add a column with the value "No" (map it to "Products → Use batches") or fill in the "Batch" column.

**Will the import overwrite the stock balances already in Bimp?**

No, balances are added up. If the database has 10 units and the file specifies 5 more, the system will show 15.