The 'Import your parts list' tool lets you add new parts and update existing parts in bulk from a CSV file, saving significant administration time. You can use it to load your full parts list when you first set up Commusoft, or to update details such as Cost and Markup for many parts at once.

Click here to see what plans include advanced parts management

Plan name	Client region	Included in plan
Legacy Plans	All	No
Go Paperless	UK	Yes
Customer Journey	UK	Yes
Automation	UK	Yes
All-in-One	US	Yes
Customer Journey	US	Yes
Field Automation	US	Yes

How to access the import tool

➡️ Go to your Profile icon → Choose Settings → Locate Parts and stock in the Categories menu → Click View next to Parts → Click Advanced options at the bottom of the parts list

Preparing your parts list CSV file

Correct file preparation is crucial to ensure a smooth import. Whether adding new parts or updating existing ones, there are important considerations when preparing your file.

File Format & Size: Your file must be in CSV (.csv) format. Each file can have a maximum of 5000 rows. If your data exceeds this, please split it across multiple files.
Upload Process: Only upload one file at a time. Wait for the success or failure notification before uploading another. Imports can take minutes to hours to complete, depending on the file size.
Data Verification & Failures: After a successful import, always check your data under Settings > Parts and prices to confirm. If an import fails, the system will provide an Excel sheet detailing the errors. You must resolve these issues in your file and re-import.
Data Preparation & Format:
- No Blank Rows: Ensure your file has no blank rows.
- No Commas: Avoid commas ( , ) within any field. Use Ctrl+H in Excel to find and replace commas with blanks if necessary.

The fields required in your CSV file depend on whether you are adding new parts or updating existing ones. See the sections below for details on each scenario.

Importing new parts

When adding new parts, you can download a CSV template file to help you get started. This file includes the required column headers, an example row, and follows the accepted format for importing data into Commusoft.

⬇️ Parts import CSV template with example row

Use the table below to understand how to complete the spreadsheet. It details each column (field), its purpose, and the specific formatting requirements. Fields marked with an asterisk (*) are mandatory.

Field Name	Purpose	Requirements
Industry*	The industry associated with the part.	Must match an existing industry in Settings → Parts and stock → Industries.
Category*	The category the part is listed under.	Must match an existing category in Settings → Parts and stock → Categories.
Subcategory*	The sub category the part is listed under.	Must match an existing subcategory in Settings → Parts and stock → Sub categories.
Type*	System-specific identifier.	Must be set to "Part" for all rows.
Part ID	A unique ID for the part.	Can be left blank. If used, must be unique. No commas.
Part name*	Unique part name/description.	Must be unique. No commas or line breaks.
Manufacturer part number	Manufacturer's unique identifier.	Must be unique. No commas or line breaks.
Install time unit	Time unit for installation.	Must be "hours", "days", or "mins".
Default install time	Time taken to install the part.	Must be a number (e.g., 1.5). No symbols.
Cost*	Base purchase cost (Exclusive of tax).	Must be a number (e.g., 10.50). No symbols.
Markup*	Markup percentage added to the cost price.	Must be a whole number (e.g., 150). No symbols.
Tax*	Applied tax rate.	Must be a number that matches a rate in your VAT settings.
Labour cost rate	Cost of labour associated with part use.	Must be a number (e.g., 25.00). No symbols.
Labour sale rate	Sale rate for labour when using the part.	Must be a number (e.g., 50.00). No symbols.

Only columns listed above can be imported and mapped for use with parts imports.

Updating existing parts

To update existing parts, such as increasing the Cost or Markup for many items at once, use your existing parts list. This is the best way to make sure part details match and to avoid creating duplicates.

Click the Download icon
located next to the Add a part button.
Open the downloaded CSV file in your spreadsheet software (like Excel or Google Sheets).
- This downloaded file will include a Part ID column. This Part ID is a unique identifier generated by Commusoft for every part in your database.
Make your required changes directly in this file. For example, you might update the values in the Cost or Markup columns for multiple parts.
- Any rows you do not change will be skipped during the import. This allows you to make specific updates without affecting other parts.
Save your file, making sure it stays in the .csv format.
Upload your changes using the steps in 'How to import your parts list' below.

How Commusoft matches parts for updates

When you prepare a file to update existing parts, it is crucial to understand how Commusoft matches your data to avoid creating duplicates. When you upload your file, the system checks for a unique match in this order:

Part ID and Part Name: The system first checks for a row that has both a Part ID and Part Name that match an existing part. This is the most accurate and reliable method.
Part Name and Manufacturer Part Number (MPN): If no Part ID is provided (or it doesn't match), the system will try to find a unique match using the combination of Part Name and Manufacturer part number.

Avoid duplicates: To reliably update existing parts (like changing Cost or Markup), we strongly recommend following the steps above to download your existing list first. This ensures you are using the correct Part ID.
Part names cannot be updated via import. The Part name field is used by the system to validate and match existing parts. If you need to change a part's name, you must do so manually by finding the part in your main list and clicking Edit.

How to import your parts list

Once you've prepared your CSV file, you can upload it to add new parts or update the main details (like Cost and Markup) of existing parts.

Click Advanced options to expand the section.
In the 'Import your parts list' area, tick the box Check the box if the CSV file has a title in the first row if your spreadsheet has column headers.
- If you use the CSV template or the parts database download, a header row will always be present, so you should tick this box.
Click Upload CSV to add/update your parts list and select your file in the file explorer.
The 'Custom data import' screen will appear, showing your columns.
- The system will try to match your CSV header to the correct Column (Commusoft field) automatically.
- Always double-check these automatic matches to ensure they are correct.
- If a match is wrong or missing, click the dropdown for that row and select the correct Commusoft field from the list.
- A field will be greyed out if it has already been mapped to another column.
Once you have mapped all your columns correctly, click Save to begin the import.
Once the import is complete, a notification will let you know if it was successful or if it failed.
- If the import fails, the notification will include a report file to download. Review this file to see which rows require attention, resolve the errors in your CSV, and retry the import.

Common questions

What format does my parts import file need to be in?

Your file must be a CSV (Comma-Separated Values) spreadsheet. You can create this using Microsoft Excel, Google Sheets, or other spreadsheet software.

Will importing parts create duplicates?

If you are updating existing parts, it is very important to include matching identifiers (like Part ID) in your file. If the system cannot find a unique match for a row, it may create a new part, resulting in a duplicate. Always double-check your matching fields against the fields detailed in this article.

Can I import supplier prices with my parts list?

No. Supplier product codes and prices are imported separately, once your parts are in your parts list. See Importing and updating supplier prices.

Example use cases

💡 Initial database setup

When first setting up Commusoft, you have a spreadsheet from your old system with 1,500 parts. You format it using the template and the field table in 'Importing new parts', then use the 'Import your parts list' tool to add them all at once.

💡 Updating your standard costs

You decide to increase your standard markup on all boilers. You download your current parts list, change the Markup column for those parts, save the file, and then re-upload it using the 'Import your parts list' tool to update your main pricing.

Walkthrough

Watch a walkthrough on adding and updating parts.

▶️ Adding parts

▶️ Updating parts

Importing and updating your parts list