How to Export (PDF & Excel) and Import Products

Pro Tip on Client Price Lists: When exporting a price catalog for clients or customers, you can easily hide the Cost Price column so buyers only see the Selling Price! Keep Cost Price checked when exporting for your internal audits or inventory backups.

Step 1: Open “Export Data” from Drawer Menu

Start the export process directly from the main navigation menu:

• Open Menu: Tap the hamburger menu icon (☰) in the top-left corner of the Home screen.
• Tap Export Data: Select Export Data from the drawer menu options.
• Select File Format: A bottom sheet appears with two format choices:
  • PDF: Produces a beautifully branded, printable price list document with custom headers and theme colors.
  • XLSX (Excel): Generates a full Microsoft Excel spreadsheet perfect for analysis, editing, or re-importing.

Step 2: Filter Products by Category & Search Keywords

Target specific sections of your inventory instead of exporting everything:

• Category Pills Bar: Use the horizontal category bar above the preview table to select which items to export:
  • Tap All Items to include your complete product inventory.
  • Tap any Category Pill (e.g. Beverages, Stationery, Hardware) to export only products within that specific category.
• Keyword Search Bar: Type keywords in the search bar to filter by product name, barcode (UPC), size, weight, or description.
• Real-Time Table Preview: The preview table refreshes instantly so you can verify the selected items before generating the document.

Step 3: Select Which Columns to Include in the Export

Customize your table layout by toggling individual columns on or off:

• Open Column Filter Dialog: Tap the Filter icon () in the top navigation bar.
• Toggle Columns via Checkboxes: Check or uncheck any of the following fields:
  • Item Name: Core identifier (always included).
  • Category: Shows product group / category tag.
  • Size / Weight: Displays package dimensions, grams, or liters.
  • Quantity: Current stock balance or count.
  • Cost Price: Buying price (uncheck to create customer-facing catalogs!).
  • Sale Price: Selling price formatted with your active currency symbol.
  • Description: Product details, notes, or usage instructions.
  • UPC / Barcode: Scannable code or serial numbers.
• Instant Preview: Tap outside or confirm the dialog to apply. The preview table instantly adds or removes the selected columns.

Step 4: Generate, Open & Share PDF or Excel

Export and deliver your catalog in one seamless flow:

• Tap Export: Tap the prominent EXPORT XLSX or EXPORT PDF button at the bottom of the screen.
• Fast Generation: The app formats your data, packages the file, and displays the success dialog.
• Open or Share:
  • Open: Inspect the file immediately in Microsoft Excel, Google Sheets, WPS Office, or your phone's PDF viewer.
  • Share: Send the file directly to clients, partners, or colleagues via WhatsApp, Email, Telegram, Google Drive, or Nearby Share.

Step 5: Open “Import Data” from Drawer Menu

Access the bulk import interface:

• Open Menu: Tap the hamburger icon (☰) in the top-left corner of the Home screen.
• Tap Import Data: Select Import Data.
• Import Screen: The upload screen provides sample template downloads and the main IMPORT DATA trigger button.

Step 6: Download Sample Template or Prepare Excel Sheet

Ensure your spreadsheet matches the required column structure:

• Download Sample File: Tap either the XLSX or CSV icon on the import screen to download a ready-to-fill sample template with example rows.
• Standard Column Headers: Make sure your file has the following header columns in row 1:
  Item Name | Category | Size/Weight | Quantity | Cost Price | Sale Price | Description | UPC
• Using Previous Exports: Any .xlsx file previously exported from Make Price List is already 100% formatted and ready to be re-imported!

Step 7: Upload Excel File & Complete Bulk Import

Process and sync your inventory with one click:

• Tap IMPORT DATA: Click the yellow IMPORT DATA button at the bottom of the screen.
• Confirm Prompt: Tap Confirm on the dialog to open your phone's file picker.
• Select Your Spreadsheet: Choose your .xlsx or .csv file from Downloads, Google Drive, or local storage.
• Automatic Database Sync: The app reads each row, automatically creates any new categories, imports products, and syncs data with cloud storage.
• Success Indicator: A green checkmark confirms “IMPORT COMPLETE”, and all items become instantly available across your item list, invoices, and online store!

Why Use Import & Export in Make Price List?

• Instant Bulk Inventory Setup: Import hundreds or thousands of products from Excel in seconds instead of manual item-by-item entry.
• Client-Facing vs Internal Catalogs: Easily hide sensitive wholesale cost prices when generating customer price quotes.
• Filter by Specific Category: Produce focused mini-catalogs tailored to specific client needs or seasonal promotions.
• Seamless Cross-Device Backups: Keep offline spreadsheets safe on your computer or cloud drive for quick disaster recovery.
• Real-Time Cloud Synchronization: Imported items immediately sync with Firebase and update staff members and your public web store.