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Importing Data

Getting your existing inventory data from a spreadsheet into Maxilist is a breeze, thanks to our Smart Data Import feature. You don't need to worry about matching a complicated template.

This guide will walk you through preparing your file and the simple steps to import it directly into the app.

Step 1: Prepare Your Data File​

Before you import, you'll need your inventory data in a CSV (Comma-Separated Values) or XLSX (Excel SpreadSheet) file. You can easily save any spreadsheet from Microsoft Excel, Google Sheets, or Apple Numbers.

For a successful import, your file needs just a few things:

  • Column Headers: Your spreadsheet must have a header row. This is how Maxilist knows what each column of data represents (e.g., Product Name, Stock, Cost).
  • Required Fields: At a minimum, every row in your spreadsheet needs to have:
    • An Item Name (the name of your product/asset)

Here is an example of a simple, perfectly formatted spreadsheet:

Item NameCollection NameQuantityPriceCost Price
Blue T-Shirt (M)Apparel5025.0010.00
Blue T-Shirt (L)Apparel4525.0010.00
Cordless DrillPower Tools12120.0075.00
tip

For best results with special characters or accents, ensure your CSV file is saved with UTF-8 encoding. This is the default in most modern spreadsheet programs.

Step 2: The Import Process in Maxilist​

Once your data file is ready and on your phone (you can email it to yourself or use a cloud service like Google Drive or iCloud), the process is simple.

  1. Navigate to Home screen → Import.

  2. Select your file by tapping the Upload button and choose the file you prepared.

  3. If your data is an Excel spreadsheet, select the Sheet you want to import. Only one sheet can be selected at a time.

  4. Unselect any columns you don't want to import or are not importable.

    warning

    Some of item fields are not importable and need to be unselected if you have previously exported from Maxilist, these fields include:

    • Last Updated
    • First Created
    • ID
    • Images and Attachments
    • Any Formula field.

  5. Select the starting and ending row of the data you want to import in case you want to import data partially.

  6. Tap on Next on Calculate Changes to Fields section. This is where the magic happens! Our smart engine will read your column headers and try to automatically match them to the fields in Maxilist.

  7. Review the automatic matches by tapping Next on Review and Confirm Fields section. If our engine got some wrong, or if you want to change it, go ahead and make all changes necessary such as:

    • Delete a newly added fields that you do not want.
    • Change which field to import a column by tapping +Import button in that field and change to the column you want to import it from.
    • Add a new field if existing fields or fields already added do not satisfy your needs.
    • You can choose to ignore a column by unselecting it from being imported to a field.

  8. Tap on Done to confirm changes and go back to the Import screen.

  9. Tap on Next on the last Import section. This should start the import process that may take a few seconds. Once complete, you'll be taken to the Cart screen where you can see all your imported items pending for final review and confirmation.

  10. Review your imported items and when satisfied, tap Done on the Cart screen finalize the import.

  11. Success!: Once complete, you'll get a confirmation message.

Troubleshooting Common Import Issues​

  • "Some of my data is in the wrong place."
    • This usually means a column was mapped incorrectly in Step 3. Don't worry! You can use our Bulk Operations feature to fix the data, or you can delete the imported items and try the import again, paying close attention to the mapping screen.