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User guide › Setting up Inbecto › Chapter 25

Import and export

Bringing in what you already have, from Excel or any spreadsheet: your rate card, customers and enquiries. And taking your data out whenever you want. Importing products or customers again updates the ones already there; leads are always added, so take out rows you loaded before.

The screens

Import and export

Bringing in your rate card, customers and leads from a spreadsheet.

  1. Step 1, what are you loading: products and rates, customers or leads. Excel template and CSV template download a file with one sample row and a sheet on how to fill it.
  2. Step 2, choose your file: an Excel or CSV file. Your own column headings are fine; you match them to Inbecto's in step 3, and see a preview before anything is saved.
  3. Import history: every import, with how many rows were added, updated and skipped.
Where in the menu
Setup > Import & export
Who can open it
Company Admin, Accounts, Viewer
Plan
Every plan
Open it in the sample workspace

Read about this screen: How do I bring my existing data into Inbecto? · How do I import my rate card from Excel? · How do I import my customer list? · How do I import enquiries from a spreadsheet? · Will importing the same file twice make duplicates?

How to

How to · For Company Admin, Accounts

How do I bring my existing data into Inbecto?

Setup > Import & export, four steps: choose what you are loading (products, customers or leads), choose your Excel or CSV file, match your columns, preview, then import.

Where in the menu
Setup > Import & export
Who can open it
Company Admin, Accounts, Viewer
Plan
Every plan

On screen: Import and export

  1. Open Import & export.
  2. What are you loading? Products (your rate card), customers or leads.
  3. Choose your file: Excel (.xlsx, .xls) or CSV. Not sure of the layout? Download the Excel template or CSV template; it has a sample row and a "How to fill" sheet.
  4. Match your columns: we guess from your headings; change anything wrong, or choose Not in my file.
  5. Preview: rows with problems are shown and skipped. Fix them in your file and load it again if needed.
  6. Import. The result says how many rows were added, updated and skipped, and Import history keeps every run.

Your own column headings are fine. Viewers cannot import.

Read next

How to

How do I import my rate card from Excel?

Import & export > Products. Your sheet needs at least a product name; code, category, subcategory, calculation method, unit, rate, tax % and description are optional. A row with the same code or name updates that product.

Where in the menu
Setup > Import & export
Who can open it
Company Admin, Accounts, Viewer
Plan
Every plan
Where in the menu
Setup > Product master
Who can open it
Company Admin, Accounts, Viewer
Plan
Every plan

On screen: Import and export

Choose Products on Import & export. Columns it understands:

  • Product name (needed)
  • Code / SKU, Category, Subcategory
  • Calculation method (per sq.ft., running ft., per piece, and so on), Unit label
  • Rate, Previous rate, Tax %
  • Custom formula, Default description

If a row's code matches an existing product (or, with no code, its name), that product is updated; otherwise it is added. Drawings, variants and options are set in Product master afterwards.

Read next

How to

How do I import my customer list?

Import & export > Customers: customer name (needed), phone, email, company, address, city, state, PIN code, GSTIN and notes. A customer with the same phone or name is updated, not duplicated.

Where in the menu
Setup > Import & export
Who can open it
Company Admin, Accounts, Viewer
Plan
Every plan
Where in the menu
Pre-sales > Customers
Who can open it
Company Admin, Sales, Project Manager, Accounts, Viewer
Plan
Every plan

On screen: Import and export

Choose Customers on Import & export. Columns: customer name (needed), phone, email, company, address, city, state, PIN code, GSTIN, notes.

A row whose phone matches an existing customer, or whose name matches, updates that customer instead of adding a second one. Put each customer on one row.

Read next

How to

How do I import enquiries from a spreadsheet?

Import & export > Leads: lead name (needed), phone, email, source, stage, requirement, city and notes. Every row is added as a new lead.

Where in the menu
Setup > Import & export
Who can open it
Company Admin, Accounts, Viewer
Plan
Every plan
Where in the menu
Pre-sales > Leads
Who can open it
Company Admin, Sales, Viewer
Plan
Every plan

On screen: Import and export

Choose Leads on Import & export. Columns: lead name (needed), phone, email, source, stage, requirement, city, notes.

Every row is added as a new lead (leads are never merged), so remove rows you have already loaded before importing the same sheet again.

Read next

How to

How do I export my data?

Product master has an Export button for your rate card. Every report downloads as Excel. For a full copy of your company's data, raise a help request.

Where in the menu
Setup > Product master
Who can open it
Company Admin, Accounts, Viewer
Plan
Every plan
Where in the menu
Finance > Reports
Who can open it
Company Admin, Accounts, Viewer
Plan
Needs Reports

On screen: Product master Reports

  • Rate card: Product master > Export.
  • Invoices, payments, spending, leads, projects, attendance, payroll, leave: Reports, each with an Excel button.
  • Everything: raise a help request from a company admin account asking for a full export of your workspace.

Read next

Good to know

Quick answer

Will importing the same file twice make duplicates?

Products and customers: no, matching rows are updated. Leads: yes, every row is added, so take out rows already loaded.

Where in the menu
Setup > Import & export
Who can open it
Company Admin, Accounts, Viewer
Plan
Every plan

On screen: Import and export

  • Products match on code, or name when there is no code: updated, not duplicated.
  • Customers match on phone or name: updated, not duplicated.
  • Leads are always added.

The result after each import says how many were added, updated and skipped.

Read next

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