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Import data from Excel or Google Sheets
One template per list: accounts, customers, suppliers, products, opening balances, open invoices, open bills and employees. Fill it, or upload your own sheet and map the columns.
Updated · 7 min read
In short
To import data from Excel or Google Sheets into SimpleERP, download the template for each list on Settings → Import data, fill it, and upload it as .xlsx or CSV. SimpleERP matches columns by name and checks every row first.
You can import data from Excel or Google Sheets into SimpleERP with one file per list. Download the template from Settings → Import data, fill it, save it as .xlsx or CSV, and upload it. SimpleERP matches the columns, shows every problem with its row number, and writes nothing until you press Import.
This is also the path for QuickBooks, Xero and most other accounting software. Each of them exports customers, suppliers and items to Excel or CSV from its list screens; upload those files here and map any column that did not match. Move from QuickBooks or Xero has the exact exports.
Which files does SimpleERP accept?
- Excel workbooks (.xlsx) and CSV files, up to 20 MB each. Several files can go up at once.
- Google Sheets: File → Download → Comma-separated values (.csv), then upload the CSV.
- Old Excel files (.xls) are refused. Open them in Excel, choose File → Save As and pick .xlsx or CSV.
- Up to 20,000 rows per list in one import. Above that, split the file and import it in parts.
How do you import a spreadsheet?
Choose Excel or Google Sheets
On Settings → Import data, pick Excel or Google Sheets as where your data is today.
Download the templates
Each list has a Download template button. The CSV has the headers and one example row.
Fill and upload
Keep the header row, delete the example row and drop your files on the page. Each sheet is listed with the list it looks like; change it if the guess is wrong.
Check the mapping
Matched columns show a sample value. Pick a field for any column that is not matched, or leave it ignored.
Check, then import in order
Press Check to see counts and errors, fix the file if needed, then Import. Cards follow the order: accounts, customers, suppliers, products, opening balances, open invoices, open bills, employees.
How are columns matched?
A header matches when it equals a field's name or label, ignoring case, spaces and punctuation, or one of its common synonyms. So Party Name, Email Address and Mobile in your own sheet match name, email and phone without the template. Every required field must be mapped before Check runs.
Which dates and amounts can the file use?
| Value | Accepted | Example |
|---|---|---|
| Dates | YYYY-MM-DD, D-MMM-YY, YYYYMMDD, Excel date cells, and slashes, dashes or dots in your country's order: day first, or month first in the US | 2026-12-31, 31-Dec-26, 31/12/2026 (12/31/2026 in the US) |
| Amounts | Commas, a currency symbol or code, Dr or Cr suffix, brackets for negatives | 12,000.00 Dr, $4,500, AED 1,250.50, (1,000) |
| Text | Spaces at the start and end are trimmed | Northside Retail becomes Northside Retail |
What columns does each template have?
Required columns are marked yes. A row with a duplicate of an earlier row is an error that names the first row. The examples use UK-style details with amounts in dollars; a few column names follow your country, as noted.
Chart of accounts
| Column | Required | Example |
|---|---|---|
| name | Yes | Business Current Account |
| type | No | asset |
| subtype | No | Bank |
| code | No | 1610 |
| parent | No | Bank Accounts |
| opening_debit | No | 24,500 |
| opening_credit | No | |
| opening_balance | No | 24,500 Dr |
| description | No | Main operating account |
Customers and suppliers
| Column | Required | Example |
|---|---|---|
| name | Yes | Bluewater Traders |
| legal_name | No | Bluewater Traders Ltd |
| code | No | C-0042 |
| Tax number: vat_number in the UK, trn in the UAE, ein in the US, abn in Australia | No | GB980780684 |
| tax_treatment | No | registered |
| No | accounts@bluewater.example | |
| phone | No | 07911 123456 |
| website | No | bluewater.example |
| address_line1, address_line2 | No | 42 Quay Street |
| city | No | Bristol |
| Region, where your country has them: state, province or emirate | No | New York or NY for a US business |
| Postal code: postcode, zip_code, po_box… | No | BS1 4DJ |
| shipping_address_line1, shipping_address_line2, shipping_city, shipping region, shipping postal code | No | Delivery address |
| contact_name, contact_phone, contact_email | No | Sam, 07911 123456 |
| credit_days | No | 30 |
| credit_limit | No | 5,000 |
| opening_balance | No | 1,368 |
| notes | No | Pays by bank transfer |
Products and opening stock
| Column | Required | Example |
|---|---|---|
| name | Yes | Steel cabinet 6 ft |
| sku | No | CAB-6 |
| type | No | goods |
| use | No | both |
| unit | No | pcs |
| category | No | Cabinets |
| sale_price, purchase_price | No | 165 and 112 |
| sale_tax, purchase_tax | No | 20 or VAT 20% |
| barcode | No | 8901234567890 |
| reorder_level | No | 5 |
| description | No | Two doors, locker |
| opening_qty | No | 24 |
| opening_cost | No | 112 |
| opening_value | No | 2,688 |
| warehouse | No | Main depot |
Opening balances
| Column | Required | Example |
|---|---|---|
| account | Yes | Cash or 1000 |
| debit | No | 4,850 |
| credit | No | |
| balance and dr_cr | No | 4,850 and Dr |
Open invoices and open bills
| Column | Required | Example |
|---|---|---|
| number | Yes | INV-0871 |
| party | Yes | Bluewater Traders |
| date | Yes | 14/11/2026 |
| due_date | No | 14/12/2026 |
| amount | Yes | 620 |
| original_amount | No | 1,120 |
| reference | No | PO 4471 |
Employees
| Column | Required | Example |
|---|---|---|
| first_name | Yes | Aisha |
| last_name, code | No | Khan, EMP-014 |
| phone, email | No | 07700 900456 |
| joining_date | Yes | 01/06/2023 |
| employment_type, department, designation, branch | No | Full time, Accounts, Accountant |
| date_of_birth, gender | No | 12/09/1994, Female |
| National ID and tax ID: ni_number in the UK, ssn in the US, emirates_id in the UAE | No | QQ123456C |
| bank_account_name, bank_account_number, bank code: sort_code in the UK, routing_number_aba in the US | No | Aisha Khan, 12345678, 12-34-56 |
| address_line1, city, region, postal code | No | Bristol, BS2 0JA |
Worked example: Harbor Supply Co.
Suppose Harbor Supply Co. kept stock in Excel and parties in Google Sheets. They download the products template, paste 310 rows, and download the parties sheet as CSV. Check on products finds two duplicate SKUs; they fix them and import 310 products with stock worth $22,560 dated 31 December 2026. The parties CSV maps itself except Cell No., which they map to phone by hand.
What should you check after the import?
- Stock value on hand equals the total of your sheet.
- Receivables and payables ageing equal the totals of your open bills files.
- Opening Balance Equity is zero, and cash and bank match your bank statement.
- If a figure is off, undo that import from Previous imports, fix the file and import again.
FAQ
Questions, answered
Do I have to use your templates?
No. Upload your own sheet; columns are matched by name and synonyms, and you map the rest by hand. The templates only save you that step and show the expected formats.
My file has more than 20,000 rows. What do I do?
Split it into files of 20,000 rows or fewer and import them one after another. Keep each row in one part only, so nothing is imported twice.
Can I import from QuickBooks, Xero or other software?
Yes, through this spreadsheet path. Export customers, suppliers and items to Excel or CSV from their list screens, upload the files, and map any column that was not matched. Past transactions are not imported.
Does the Google Sheet stay connected after the import?
No. The import reads the CSV once. Later changes in the sheet do not reach SimpleERP; edit the records in SimpleERP from then on.
What if some rows have errors?
Check lists each error with the row, the column and what to do. Fix the file and upload again, or choose Import valid rows only and add the rest by hand.
Related
Keep reading
Migrate to SimpleERP
What to bring from a spreadsheet, QuickBooks, Xero or Zoho Books, what stays in the old system, how to pick the start date and the order the Import data page follows.
Read moreFrom QuickBooks or Xero
Export customers, suppliers, products, the trial balance and unpaid invoices and bills from QuickBooks Online or Xero, and bring them into SimpleERP checked and in order.
Read moreCustomers and suppliers
The columns, how existing parties are matched, tax number and phone checks, and how each party's opening balance is posted on the cut-over date.
Read moreProducts and opening stock
The product columns, how tax, units and SKUs are handled, and how opening stock is posted per warehouse at cost on the cut-over date.
Read moreFix errors and undo
How the import check works, the common errors and their fixes, why a second upload never duplicates masters, and how to undo an import within 30 days.
Read moreExcel stock register
The five reasons an Excel stock register drifts from the shelf, a tiny example of each, and the four principles that keep stock right.
Read moreOpening balances
What opening balances are, why Opening Balance Equity must end at zero, and a worked cut-over from a trial balance with parties, stock and fixed assets.
Read more
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