Table of Contents

  1. Introduction

  2. Why Importing Products via Excel is Efficient

  3. Understanding Dolibarr’s Product Management Module

  4. Preparing Your Product Data in Excel

  5. Required and Optional Fields in the Import Template

  6. Formatting Your Excel File for Compatibility

  7. Accessing the Product Import Tool in Dolibarr

  8. Mapping Excel Columns to Dolibarr Fields

  9. Importing Simple Products vs. Product/Service Variants

  10. Bulk Importing Product Prices and Tax Rules

  11. Handling Stock Levels and Warehouses During Import

  12. Uploading Product Images in Bulk

  13. Error Handling and Troubleshooting During Import

  14. Automating Imports with Scheduled Tasks

  15. Security and Data Integrity Best Practices

  16. Integrating Third-Party Tools for Advanced Imports

  17. Verifying Imported Products and Performing Spot Checks

  18. Editing and Updating Imported Data in Bulk

  19. Exporting Product Data for Backup or Re-import

  20. Conclusion and Recommendations

1. Introduction

For businesses managing a large product catalog, manually entering items into an ERP system is time-consuming and prone to error. Dolibarr ERP & CRM includes a robust import utility that supports Excel and CSV files, enabling you to bulk import product and service data efficiently. This guide covers every step in preparing, formatting, and importing your product catalog into Dolibarr using Excel.

2. Why Importing Products via Excel is Efficient

  • Saves time by avoiding manual data entry

  • Reduces risk of human error

  • Supports migration from legacy systems

  • Facilitates seasonal catalog updates or batch uploads

Dolibarr’s import tool is designed for structured, batch processing.

3. Understanding Dolibarr’s Product Management Module

Before importing, ensure the following modules are enabled:

  • Products/Services

  • Stock Management (if applicable)

  • VAT and Price configuration modules

You can find these under "Home > Setup > Modules". Only administrators or users with the appropriate permissions can access import tools.

4. Preparing Your Product Data in Excel

Start with a clean Excel file. Use one row per product. Columns should represent fields such as:

  • Product name

  • Reference code (unique ID)

  • Price (HT or TTC)

  • VAT rate

  • Product type (0 = product, 1 = service)

  • Stock quantity

  • Warehouse code

  • Description

Ensure your headers are clear and match Dolibarr’s expected field labels.

5. Required and Optional Fields in the Import Template

Required Fields:

  • Ref (unique identifier)

  • Label (name)

  • Product type (0 or 1)

  • Sell price

Optional Fields:

  • Barcode

  • Stock quantity

  • Description

  • Sale and purchase units

  • VAT rate

Use the import sample files from Dolibarr as templates.

6. Formatting Your Excel File for Compatibility

  • Save as .CSV (comma-separated) format or .XLSX

  • Ensure UTF-8 encoding

  • Avoid blank rows or extra spaces

  • Use consistent formatting for decimal points (e.g., dot vs comma)

  • No merged cells

7. Accessing the Product Import Tool in Dolibarr

Navigate to: "Home > Tools > Imports"

  • Choose the "Products/Services" import type

  • Upload your Excel or CSV file

Make sure you’ve selected the right import profile (e.g., New products vs Update existing).

8. Mapping Excel Columns to Dolibarr Fields

On the import page:

  • Map each Excel column to its corresponding Dolibarr field

  • Review default value settings

  • Leave optional fields blank if not applicable

  • Preview data before final submission

9. Importing Simple Products vs. Product/Service Variants

Dolibarr does not natively support variant import in bulk, but you can:

  • Import base products

  • Use attributes (color, size) via custom modules

  • Consider third-party modules for matrix imports

For now, stick with simple SKU-level entries.

10. Bulk Importing Product Prices and Tax Rules

Include columns for:

  • Selling price (pre-tax or post-tax)

  • VAT rate (e.g., 20 for 20%)

  • Purchase price

Dolibarr will auto-calculate tax-inclusive prices based on your settings.

11. Handling Stock Levels and Warehouses During Import

To import stock levels:

  • Include a "Stock Qty" column

  • Add a "Warehouse Ref" if using multi-warehouse setup

Ensure the warehouses exist in Dolibarr before importing.

12. Uploading Product Images in Bulk

Dolibarr doesn’t natively support image import via Excel, but you can:

  • Upload images to the product directory (e.g., /documents/products)

  • Match image names with product refs

  • Use API or modules to link images post-import

13. Error Handling and Troubleshooting During Import

Common issues:

  • Duplicate references

  • Incorrect field mapping

  • Encoding errors

  • Invalid data types (e.g., text in numeric fields)

Dolibarr displays a summary of errors post-import. Always test with a small file first.

14. Automating Imports with Scheduled Tasks

For recurring imports:

  • Use Dolibarr cron jobs

  • Write scripts to convert Excel to CSV and place in a monitored directory

  • Use API to trigger import via CLI tools or extensions

15. Security and Data Integrity Best Practices

  • Backup your Dolibarr instance before imports

  • Use import logs for traceability

  • Restrict import permissions to trusted users

Avoid overwriting existing product references unless intended.

16. Integrating Third-Party Tools for Advanced Imports

Consider using:

  • OpenRefine for data cleaning

  • Python or PHP scripts for transformation

  • Zapier/Integromat with Dolibarr API for cloud-based imports

17. Verifying Imported Products and Performing Spot Checks

After import:

  • Go to "Products > List"

  • Sort by "creation date"

  • Open a few records and verify prices, types, and descriptions

18. Editing and Updating Imported Data in Bulk

To update existing products:

  • Export current list

  • Edit in Excel

  • Re-import with "Update mode" selected

Match records by product Ref field.

19. Exporting Product Data for Backup or Re-import

Use: "Tools > Exports > Products"

  • Choose fields to export

  • Save CSV for backup or sharing with partners

20. Conclusion and Recommendations

Importing product catalogs into Dolibarr using Excel is a highly efficient and scalable way to manage inventory and service data. By understanding the required fields, formatting correctly, and using mapping tools effectively, you can streamline your data management and reduce human error. Always test imports in a controlled environment, maintain backups, and follow best practices to ensure data consistency and ERP integrity.