# Import and export your data (Excel and CSV)

> Bring products, opening stock, prices, contacts and sales into SmartPOS Hub from spreadsheets, and export any list to CSV, Excel, PDF or print.

Source: https://docs.smartposhub.com/settings/data-import-export/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

This guide lists every way to move data in and out of SmartPOS Hub with spreadsheets: importing products, stock, prices, contacts and sales, and exporting lists to CSV, Excel or PDF. It is for owners and managers moving from another system or doing bulk changes. Each import takes about ten minutes once your file is ready.

## Where each import lives

| What | Menu | Guide |
|---|---|---|
| Products | **Products › Import Products** | [Import products from Excel](https://docs.smartposhub.com/catalog/import-products-excel/) |
| Opening stock | **Products › Import Opening Stock** | [Opening stock](https://docs.smartposhub.com/catalog/opening-stock/) |
| Prices (and price-group prices) | **Products › Update Price** | Below |
| Customers and suppliers | **Contacts › Import Contacts** | Below |
| Leads (people who have not bought yet) | **Contacts › Leads**, **Import leads** | [Leads](https://docs.smartposhub.com/customers/leads/) |
| Past sales | **Sell › Import Sales** | [Add sale and invoices](https://docs.smartposhub.com/selling/add-sale-and-invoices/) |
| Ready-made catalogs | **Products › Product Library** | [Product Library](https://docs.smartposhub.com/catalog/product-library/) |
| Ready-made categories, brands, units, roles, taxes… | **Import prebuilt** buttons | [Import prebuilt](https://docs.smartposhub.com/catalog/import-prebuilt/) |

## How every import works

All spreadsheet imports follow the same four steps:

1. **Download template**: click the green download button to get a file with the right columns.
2. **Fill it in**: one record per row; keep the header row and every column in order, even empty ones. Open **See what goes in each column** (the **Column reference**) for what each column needs; filter by **Required only**.
3. **Upload**: drag the file onto the page or **browse your computer** (.xlsx, .xls or .csv), then click **Import file**.
4. **Review & import**: if a row has a problem, nothing is saved and you see the row number and the reason. Fix the file and upload again.

![Import Contacts page with four steps Download template, Fill it in, Upload and Review and import, a Download template file button, a drag and drop upload area and the Column reference](https://docs.smartposhub.com/_astro/import-contacts-wizard.xuEAufdf.png) (web app page: `/contacts/import`)
*Import Contacts: the same four-step layout as every import page.*

**Tip:** 
"Data row 5" in an error means line 6 of the spreadsheet, because line 1 is the header.

## Change many prices at once

1. Open **Products › Update Price**.
2. Click **Export product prices**. You get every product with its SKU and current prices, including selling price group columns.
3. Edit the prices in the file. **Do not change any product name, SKU or headers.**
4. Upload the file and click **Import file**.

![Update Price page with Export product prices, Edit the prices with a warning not to change names, SKUs or headers, and Upload your file](https://docs.smartposhub.com/_astro/update-price.Crj4yWa9.png) (web app page: `/update-product-price`)
*Products › Update Price.*

## Export a list

Most lists (products, sales, purchases, contacts, stock, reports, tax rates and more) have buttons above the table:

- **Export CSV** and **Export Excel**: the rows currently shown with your filters.
- **Print**: a printable version of the table.
- **Export PDF**: a PDF file.
- **Column visibility**: hide columns you do not want in the export.

Set **Show … entries** to a higher number (or "All" where offered) before exporting if the list has several pages. The products list also has **Download Excel** for the full product file.

![Products list with Export CSV, Export Excel, Print, Column visibility and Export PDF buttons highlighted above the table, and Add and Download Excel buttons](https://docs.smartposhub.com/_astro/list-export-buttons.BcybmuHX.png) (web app page: `/products`)
*Export buttons above a list.*

**Note:** 
Export buttons need the role permission **View export to buttons (csv/excel/print/pdf) on tables**. See [Users and roles](https://docs.smartposhub.com/start/users-and-roles/).

## Tips and mistakes to avoid

- **Always use the latest template** from the page; old files may have fewer columns.
- **Import a small test file first** (five rows), check the result, then import the rest.
- **Use plain numbers** in price and quantity columns, without currency symbols or thousands separators.
- **Save as .xlsx** if your spreadsheet program changes characters in .csv files (for example Urdu or Arabic names).

## Related pages

  - [Import products from Excel](https://docs.smartposhub.com/catalog/import-products-excel/)
  - [Product Library](https://docs.smartposhub.com/catalog/product-library/)
  - [Contacts](https://docs.smartposhub.com/customers/contacts/)
  - [Reports overview](https://docs.smartposhub.com/reports/reports-overview/)

## Frequently asked questions

### What can I import from a spreadsheet?

Products, opening stock, product prices (Update Price), contacts (customers and suppliers), leads and past sales. Each has its own page with a template and column guide.

### Which file types are accepted?

Excel (.xlsx, .xls) and .csv. Always start from the template downloaded on the import page so the columns are in the right order.

### What happens if one row is wrong?

Nothing is imported. Every row is checked first; the result shows the row number and the problem so you can fix the file and upload it again.

### How do I export a list to Excel?

Most lists have Export CSV, Export Excel, Print and Export PDF buttons above the table. Column visibility chooses which columns go into the export.

### Why do I not see the export buttons?

Your role needs the permission to view export buttons. Ask the account owner to tick it in your role.

### Can I change many prices at once?

Yes. On Products, Update Price click Export product prices, change the prices in the file (including selling price groups), and import it again. Do not change product names, SKUs or headers.

### Why are some details missing when I export Product Library products?

For new accounts, exports of products imported from the Product Library may leave out details such as barcodes, descriptions and images for a while. Your own products export fully, and selling and scanning are never affected. Contact support if you need full exports sooner.

### Can I import sales from my old system?

Yes. Sell, Import Sales takes a spreadsheet of past sales, lets you review them, and then creates them.