What we import for you, and how to send it
The onboarding desk imports your products, stock, customers, suppliers, bills of materials, open orders and upcoming bookings from any export or spreadsheet: what it reads, what it becomes, and what you check.
Where it is
- Inventory → Products → Import / Export — Product updates later, yourself
- Customers → Contacts → Import — Contact updates later, yourself
Your onboarding project has a place for files. Add each export there as a CSV (if a system only gives you Excel, open it and save as CSV, UTF-8). We know the shapes Unleashed, Cin7 Core, NetSuite and Shopify write; a plain spreadsheet with a heading row works too, and we map its columns by hand.
Separate guides cover moving from Cin7 Core and moving from NetSuite.
The order that works
- Suppliers first, so products link to them.
- Products, with opening quantities if the export has them; else a stock on hand file after.
- Customers, then their vehicles if you have them.
- Bills of materials and routings (Manufacturing add-on), after products.
- Open sales orders and open purchase orders, after customers, suppliers and products.
- Upcoming bookings from your scheduling app, after customers and your team are in.
Dates, prices and names
- Dates are read day first (28/10/2026); ISO dates and written months are fine.
- Prices with $ and thousands separators are read; an inc-GST price is converted when there is no ex-GST one.
- Business and supplier names go in exactly as the file has them. Xero matches by name.
What comes across, and what it becomes
| Their export | Becomes | Notes |
|---|---|---|
| Products | Products with prices, costs, barcodes, weights, suppliers and the supplier's part number | Price tier 1 is the sell price; other tiers are mapped by hand to Trade / Dealer when they mean that |
| Stock on hand | Opening stock per warehouse, bin, batch or serial | A product that already has stock here is left alone unless you ask otherwise |
| Customers | Businesses and people, linked, with terms, credit limits and price tiers | Found again by ABN, name or email, so nothing doubles |
| Suppliers | Suppliers with contacts, terms and addresses | Names are kept exactly: Xero matches bills to them |
| Bills of materials | Draft BOM revisions with components and operations (Manufacturing add-on) | Nothing is released: you review each draft and release it |
| Open sales orders | Confirmed sales orders, your numbers kept when free | Nothing allocated, invoiced or dispatched |
| Open purchase orders | Sent purchase orders, your numbers kept when free | Nothing received |
Invoices, payments, bills and the general ledger stay in your accounting system: BuildTrack connects to Xero or QuickBooks for what happens from go-live on, and your history stays where it is.
How it runs
- You export the files below and add them to your onboarding project (or send them to us).
- We stage each file on the import desk, map its columns and clean it: brand spellings, categories, duplicates, who each order is for.
- You get a list of anything that needs a decision (a SKU not found, a customer we cannot match, a product that already has a BOM).
- The import runs. Everything it wrote can be taken back out in one go if something is wrong, as long as it has not been used since.
After it is in
- Compare counts: products, customers, suppliers, open orders.
- Spot-check prices on a dozen products a customer actually buys, including one with a quantity break.
- Release each imported BOM under Production → BOMs once you have checked its lines and operations.
- Allocate stock to the open sales orders that are ready to pick.
- Connect Xero or QuickBooks and send one invoice through before the first real one.