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Uploading Inventory

This guide walks you through uploading your inventory data using an Excel or CSV file.

Before You Start

Gather your inventory information:

  • Product/vehicle names and descriptions
  • Prices
  • Categories or types
  • Any other relevant details
  • Image URLs (optional)

Step 1: Download the Template

  1. Go to Inventory in the left menu
  2. Click Download Template
  3. Open the template file in Excel or Google Sheets

The template shows you the expected format and includes example data.

Step 2: Fill In Your Data

Open the template and replace the example data with your own.

Required Fields

Depending on your business type, certain fields may be required:

Field Description
Name/Title Product or vehicle name
Price Current selling price
Category Type or category

Optional Fields

Add any additional information that helps answer customer questions:

  • Description
  • Features
  • Availability/Stock
  • SKU or Stock Number
  • Image URLs
  • Specifications

Example: Vehicle Inventory

Year Make Model Price Mileage Color Body Type
2024 Honda Accord 32,500 0 White Sedan
2023 Toyota RAV4 29,800 15,000 Blue SUV
2022 Ford F-150 45,000 22,000 Black Truck

Example: Product Inventory

Name Category Price Description In Stock
Widget Pro Widgets 49.99 Professional grade widget Yes
Widget Basic Widgets 19.99 Entry-level widget Yes
Super Gadget Gadgets 149.99 Premium gadget with extras No

Step 3: Save Your File

Save the file in one of these formats:

  • Excel (.xlsx) - Recommended
  • CSV (.csv) - Also supported

Tip

Keep a backup copy of your file before uploading.

Step 4: Upload the File

  1. Go to Inventory in the left menu
  2. Click the upload area or drag and drop your file
  3. Wait for the upload to complete
  4. System will process your data

Upload inventory

Step 5: Verify the Upload

After processing:

  1. The system shows a success message
  2. Your inventory is now searchable
  3. Test by asking your chatbot about an item

Testing Your Inventory

Open the chat widget and try questions like:

  • "Do you have any [product type]?"
  • "Show me [category] under $[price]"
  • "What's the price of the [specific item]?"
  • "Tell me about [item name]"

Updating Inventory

To update your inventory:

  1. Prepare a new file with current data
  2. Upload the new file
  3. The new file replaces the previous inventory

Warning

Uploading a new file replaces all existing inventory data. Make sure your new file is complete.

Formatting Tips

Prices

  • Use numbers without currency symbols
  • Use decimal points: 29999.99 or 29999
  • Keep formatting consistent

Dates

  • Use standard format: YYYY-MM-DD
  • Example: 2024-03-15

Text

  • Keep descriptions concise
  • Use consistent capitalization
  • Avoid special characters

Images

  • Use full URLs starting with https://
  • Ensure images are publicly accessible
  • Use one URL per cell

Troubleshooting

"File format not supported"

  • Use .xlsx or .csv format
  • Don't use .xls (old Excel format)
  • Avoid password-protected files

"Data validation error"

  • Check for empty required fields
  • Verify price format (numbers only)
  • Look for special characters causing issues

Upload seems stuck

  • Large files take longer to process
  • Wait a few minutes before retrying
  • Check your internet connection

Data not appearing correctly

  • Verify column headers match the template
  • Check for merged cells (unmerge them)
  • Ensure data is in the first sheet

Best Practices

  1. Update regularly - Keep inventory current
  2. Use the template - Ensures correct format
  3. Include details - More data = better answers
  4. Test after upload - Verify chatbot can find items
  5. Keep backups - Save copies of your files

Next Steps