Preparing and sending an item list allows teams to quickly build or update an item library using a CSV template. Instead of creating items one at a time, you can enter your item data in the template and send it to STACK to be added to your Custom Library.

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. Send the file to STACK for import (Email the completed file to your STACK Account Manager or 
   Submit a Support ticket containing your file.

Key Information

• Items can only be imported into a Custom Library
• STACK-provided libraries (Quick Start, STACK, 1build, BNi, etc.) cannot be modified
• Existing items are updated when Item Name and folder structure match
• Updates apply to future and existing projects (with some exceptions)
• The import file must be saved as CSV UTF-8
• Imports are processed by the STACK team after submission

Before Importing

• Create any required Cost Types in Company Settings
• Define the folder structure and naming convention for the library
• If updating items, download or create snapshots of:
  • Reports
  • Estimates
  • Estimate Worksheets

NOTE
The import updates existing items when the Item Name and folder structure match. These updates apply to existing and future projects. Save copies of reports and estimates before importing if needed.

Prepare and Submit Items to STACK

Use a Template from a Custom Library

NOTE
Items can only be imported into a Custom Library.

1. Open a project.
2. Click LIBRARIES.

3. Select a Custom Library from the dropdown.

   TIP
   Use the search or scroll to quickly locate your Custom Library.

4. Click the Settings (gear icon).
5. Click the three dots (⋮).
6. Select Download Item Template.
7. From the Downloads folder, open the XLSX file.
8. Enter and/or edit your own item data.

9. Save the file as CSV UTF-8.

   NOTE
   If the file is not saved as CSV UTF-8, special characters (such as symbols or accents) may be lost and cause import errors.

10. Email the completed file to your STACK Account Manager.
    OR
    Submit a Support ticket containing your file.

The file will be reviewed and added to the import queue. Imports are typically completed within three business days.

Use a Template from this Article

1. Download an Item Import Template (see Download Templates).
2. From the Downloads folder, open the XLSX file.
3. Enter item data in the template (see Item Import Template Guide).

4. Save the file as CSV UTF-8.

   NOTE
   If the file is not saved as CSV UTF-8, special characters (such as symbols or accents) may be lost and cause import errors.

5. Email the completed file to your STACK Account Manager.
   OR
   Submit a Support ticket containing your file.

Download Templates

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Use the template that best matches your trade. All templates follow the same format and can be used interchangeably.

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.

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 Submitting

• 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

Item Updates

Bulk import can update existing items.

Items are updated when:

• Item Name matches
• Folder structure matches

Fields that can be updated:

• Item Name
• Item Description
• Coverage Rates
• Purchase Unit
• Cost Types
• Unit Costs
• Accounting Codes

NOTE
Unit Cost does not update existing estimates. It applies only to new estimates and updated reports.

Limitations

• Cannot move items between folders
• Cannot delete items
• Cannot modify item Notes
• Cannot add or remove items from assemblies
• Cannot change folder structure of existing items

NOTE
If folder levels change, a new item is created instead of updating an existing item.

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.