Items can be imported directly into a Custom Library using a CSV or XLSX file. Importing Items provides an efficient way to create or update multiple Items, costs and folder structures without entering each Item individually.

The import process validates the file before any changes are made. Errors can be reviewed and corrected before completing the import.

The process to prepare item data and submit it to STACK for import includes the following steps:

1. Download an Item Import Template
   1. From this article (see Download Templates)
   2. OR from a Custom Library in STACK (see Prepare and Submit Items to STACK)
2. Enter item data in the template
3. Save the file as CSV UTF-8
4. Submit a Support ticket to have your items imported. 

Key Information

• Items can only be imported into a Custom Library.
• STACK-provided Libraries, including Quick Start, STACK, 1build and BNi, cannot be modified.CSV and XLSX files are supported.
• An Item Import Template can be downloaded from Library Settings.
• Files are validated before import. Identified errors must be corrected before the import can be completed.
• Folder structures can be created and managed through the import file.
• Existing Items may be updated when the identifying Item information matches.
• Updates may affect future and existing projects.
• External ID has been renamed Item Number.
• Importing Items does not require assistance from a STACK Account Manager or Support.

Planning the Import

Before preparing the import file:

• Complete all required fields.
• Do not modify the column headers.
• Do not include blank or hidden rows.
• Confirm that numeric values use the supported format.
• Confirm that folder levels are entered in order.
• Confirm that each Cost Type includes the required Unit Cost.
• When using CSV, save the file as CSV UTF-8.XLSX files can be uploaded without converting them to CSV.

NOTE
Changes to existing Items may be reflected in existing and future projects. Save copies of relevant reports and Estimates before importing when needed.

Downloading an Item Import Template

Download a trade-specific Item Import Template from the Import Items dialog, complete the template, save it as a CSV UTF-8 file, and submit it to STACK for import.

CHANGE GIF

1. Open a project.
2. Click LIBRARIES.
3. elect a Custom Library.
4. Click the Settings gear.
5. Click the three dots.
6. Select Import/Export.
7. Select Item Import Templates.
8. Select the appropriate trade.Download the template.

NOTE
Trade-specific templates include columns commonly used for the selected trade. All templates use the same import structure.

TIP
Select the template that most closely matches the Items being imported.

Download an Item Import Template to prepare your data for import.

• Concrete (Div 03) Template
• Masonry (Div 04) Template
• Metals (Div 05) Template
• Millwork (Div 06) Template
• Wood Carpentry (Div 06) Template
• Exterior (Div 07) Template
• Thermal & Moisture (Div 07) Template
• Openings (Div 08) Template
• Finishes (Div 09) Template
• Plumbing (Div 22) Template
• HVAC (Div 23) Template
• Electrical (Div 26) Template
• Heavy Civil / Earthwork (Div 31) Template
• Exterior Improvements (Div 32) Template

NOTE
Templates must be completed and saved as a CSV UTF-8 file before submission.

Importing Items into a Library

Items can be imported directly into a Custom Library using a completed CSV or XLSX file. STACK validates the file before completing the import, allowing errors to be reviewed and corrected before Items and folder structures are added or updated.

1. Open a project.
2. Click LIBRARIES.
3. Select the Custom Library into which the Items will be imported.
4. Click the Settings gear.
5. Open the Item import option.
6. Upload the completed CSV or XLSX file.
7. Review the validation results.
8. Correct any identified errors and upload the revised file, if needed.
9. Complete the import.
10. After the import is complete, the Items and applicable folder structure appear in the selected Custom Library.

NOTE
The exact labels for steps 5 and 9 should be confirmed from the feature video or released interface before publication.

Reviewing Import Errors

STACK validates the file before importing any Items. Validation messages identify missing, invalid or unsupported values in the import file.

1. Review the displayed validation errors.
2. Open the import file.
3. Correct the identified fields.
4. Save the updated file.
5. Upload the file again.
6. Repeat the process until the file passes validation.

NOTE
No Items are imported until the required validation errors have been corrected.

Item Import Template Guide

These tables describe the columns in the Item Import Template and how each field should be completed.

TIP
Start with a small set of items to validate formatting before submitting a full import.

NOTE
Character limits are enforced during import. Values exceeding limits will cause errors.

Before Importing

• Ensure all required fields are completed
• Do not modify column headers
• Do not include blank or hidden rows
• Verify the file is saved as CSV UTF-8
• Coverage Rate Purchase must be a positive number
• Coverage Rate Measured can be negative but cannot be zero

Item Fields

These fields define the item details entered in the Item Import Template.

Item Details

These fields correspond to the item details in STACK.

This is how the item appears in STACK.

Folder Levels

• Folder levels are optional
• Must be filled in order (no skipping levels)
• Items are placed in the deepest level provided

Example: If FolderLevel4 is entered, FolderLevel1–3 must also be entered.

These fields determine how items are organized in your library.

This is how the folder structure appears in STACK.

Cost Types

These fields define the cost types, unit costs, and accounting codes for each item.

Cost Type Details

These fields correspond to the Cost Type details in STACK.

 how the Cost Types appears in STACK.

Cost Type Rules

• At least one cost type is required
• Up to five cost types can be added per item
• Each cost type can include a unit cost and accounting code

Updating Existing Items

Bulk import can be used to update existing Items, including their details, costs and Library folder location.

Existing Items are matched using the Item Number included in the exported file. Keep this value unchanged so STACK can identify and update the correct Item.

The following information can be updated:

• Item Name
• Item Description
• Purchase Unit
• Unit of Measure
• Coverage Rates
• Folder location
• Cost Types
• Unit Costs
• Accounting Codes

Changes to the folder fields move the existing Item to the specified folder without disconnecting it from associated Takeoffs, Assemblies, projects or Estimates.m.

IMPORTANT
Do not edit or remove the Item Number when updating an exported Item. If the Item Number is missing or changed, STACK may create a new Item instead of updating the existing Item.

NOTE
Changes to Unit Cost do not update existing Estimates. Updated costs apply to new Estimates and updated reports.

Limitations

• Cannot delete items
• Cannot modify item Notes
• Cannot add or remove items from assemblies

IMPORTANT
Deleting an item is permanent. Deleted items cannot be restored and will be disconnected from existing takeoffs, assemblies, and estimates.

Export Items for Updates

To update items more efficiently:

1. Export items from a Custom Library
2. Edit the exported CSV
3. Submit it for import

IMPORTANT
Do not edit the Export ID (or Smart Item ID) column. This value is used to match items during import. If it is missing or changed, a new item will be created instead of updating an existing item.

Use Google Sheets (Optional)

If Excel is not available, the template can be completed using Google Sheets.

1. Download the Item Import Template
2. Upload the file to Google Drive
3. Open the file with Google Sheets
4. Enter item data following the template requirements
5. Click File → Download → Comma-separated values (.csv, current sheet)
6. Email the completed file to your STACK Account Manager.
   OR
   Submit a Support ticket containing your file.

Related Articles

Upload Items to a Library (Self-serve)
What is an Item
Create, Edit, or Delete Custom Items
Export Your Custom Items from STACK
What is an Assembly
Create a Custom Assembly
Working with Item Formulas in Assemblies

See how others use this feature in the STACK Community.

If you need additional assistance, please Contact Us.