Import and export your price list and clients

If your price list or client list lives in a spreadsheet, you can import it instead of typing every row. You can also export both as CSV files.

Save your spreadsheet as CSV

Propozit reads CSV files, not Excel files. In your spreadsheet program, save or download a copy as CSV:

• Excel: File, Save As, then the type CSV UTF-8 (Comma delimited). CSV (Comma delimited) works too. For an .xlsx file, this is the step: Save as CSV.
• Numbers: File, Export To, CSV.
• Google Sheets: File, Download, Comma Separated Values (.csv).

The file can be up to 2 MB, with up to 2,000 rows for the price list and 1,000 for clients. Commas, semicolons and tabs all work between columns, and so does a decimal comma such as 1250,50.

Import the price list

Only owners and admins can import a price list.

1. Select Price list, then Import.
2. Choose your CSV file. Download an example shows the shape.
3. Check the columns. Propozit matches your headers to its fields. Each column can be set to a field or to Leave out.
4. Preview. Every row is marked New, Update, Unchanged or Error. An error shows the real line number in your file, and you can download the rows with errors to fix them.
5. Select the import button. All valid rows are imported at once.

Columns it recognises

Headers in English, Dutch, French and German are matched on their own, for example Name, Naam, Nom and Bezeichnung. The fields are Propozit id, type, article number, name, description, category, unit, a price per currency, and archived.

• One column per currency. A column such as price_EUR or Price USD is the price in that currency. A column that is just price (or Prijs, Prix, Preis) is the price in your organization's default currency.
• On request. A price cell that says "on request" (or op aanvraag, sur demande, auf Anfrage) shows as "on request" on the proposal. An empty cell keeps what is stored.
• Article numbers. Excel drops leading zeros, so 00123 can become 123 before Propozit sees it. Format the column as text first.

How rows are matched

Each row is matched to an existing product by its Propozit id first, then by its article number (capital letters do not matter), then by its name. A match is an Update, no match is New, and a row that already holds exactly what is stored is Unchanged.

A blank keeps. An empty cell never clears a value; the stored value stays. To change a value, put the new value in the cell.

Nothing is deleted

An import only adds and updates. Products that are not in your file stay as they are, and nothing is deleted or moved to Trash. A product is archived only when its own row has an Archived column marked yes. A row that matches an archived product updates it, and the preview says "This product is archived" next to it.

Import clients

Any member of your organization can import clients. Select Clients, then Import. The steps are the same.

• Rows are matched by Propozit id first, then by company name. A client in Trash is not matched, so a row with its name adds a new client.
• A client can have up to 3 contacts in a file (name, email and role for each). A client with more contacts keeps them, but only the first 3 are exported.
• The VAT rate can be a rate you saved, by name, or a percentage such as 21.
• Discount is imported for owners and admins only. If a member imports a file with a discount column, that column is left out and Propozit says so.

Export

Owners and admins can export. Select Export on the price list or the clients page and choose the separator. For Dutch, French and German organizations the file uses semicolons and a decimal comma, which Excel in those languages opens correctly. Other organizations get commas. You can pick either one in the menu.

Exporting clients is for admins only, because contacts are personal data. An export imports straight back in, with every row Unchanged.

What is not imported

• Photos. Add them in the price list.
• Roles and team members, so a project priced by who works on it cannot be changed by a file.
• A client's own prices, deals, cases and decks.
• Excel files themselves (save as CSV first), and photos by web address.

See also Clients and their prices and Quotes for building work and for products.