How to Prepare a Product CSV for WooCommerce Import

A successful product import begins with consistent source data and a small test. This guide explains how to prepare a catalogue file before uploading it to WooCommerce. Exact fields and supported formats depend on the importer and extensions you use; check their documentation before a live import.

1. Decide what the import should do

Separate new-product creation from updates. List the fields you want to change and the fields you want to preserve. Export the existing catalogue and arrange a recoverable backup before updating live products. An export is useful for comparison, but it does not replace a complete backup.

2. Start with your store’s format

Export a representative product from the same WooCommerce store and use its headings and conventions as a reference. Include a simple product and, if relevant, a variable product. Avoid assuming that a supplier’s spreadsheet maps directly to your importer.

3. Keep identifiers consistent

Check for duplicate or missing SKUs and accidental whitespace. Preserve leading zeros by treating SKUs as text in your spreadsheet. Establish which identifier the importer uses to match existing products. Do not let a spreadsheet convert long identifiers into scientific notation.

4. Prepare prices and stock carefully

Use numeric values in the format expected by the importer. Remove currency symbols when a field expects numbers. Review stock quantities, sale prices and date fields separately. A blank value may behave differently from zero, so confirm the importer’s rules.

5. Organise categories and attributes

Choose a consistent category structure and spelling. Review attributes such as colour and size, and check that variation values match the parent product’s definitions. Follow the importer’s required syntax for multiple values rather than inventing a separator.

6. Review image sources

Check that image URLs point to the intended files and can be retrieved without a login. Remove broken links and unintended duplicates. Only use images you are entitled to publish. If you use multiple images, confirm the order and separator expected by your importer.

7. Save and inspect the CSV

Save using the encoding and delimiter supported by the importer. UTF-8 is commonly useful for names containing non-English characters. Reopen the file and check that accented characters, Malayalam text, commas, quotes and line breaks have been preserved. Keep an untouched copy of the original source.

8. Test a representative batch

Include several simple products, one variable product if applicable, and one existing product update. Review the field mapping before running the import. Afterward, inspect product titles, prices, images, categories, variations and stock. Compare the result with the source and check a product page and cart.

9. Import the remaining products in manageable batches

Use the successful test settings, monitor errors and inspect samples after each batch. Record the file version and changes made. Investigate failures before repeating the same import, because retrying can create duplicates or unintended updates.

Example: a supplier file needs interpretation

Imagine a supplier sends the same shirt in three colours. One row uses “Blue”, another “blue ” and a third “BLU”. Decide whether these are the same colour before mapping them to product attributes. If the supplier repeats a SKU for different sizes, ask for the intended identifiers rather than inventing replacements without approval.

Keep a simple change log: original value, corrected value and reason. This makes decisions easier to review when another person maintains the catalogue later.

Pre-import checklist

• Keep the original supplier file and a recoverable store backup.
• Confirm whether you are adding products or updating existing records.
• Review identifiers, prices, stock, categories, variation values and image sources.
• Reopen the saved CSV and check that formatting and characters survived.
• Review the field mapping and import a representative test batch.
• Inspect product pages and purchasing options before the full import.

Useful checks before your test import

Try Altrix Web’s Product CSV Checker as an additional review step. Automated checks cannot verify every business rule or guarantee a successful import.

• Find missing and duplicate SKUs in WooCommerce
• Check variation attributes before publishing
• Identify missing product images

Frequently asked questions

Should I import every product immediately?

Use a small sample that represents the difficult parts of your catalogue first. A successful simple-product import does not prove that variable products and existing-product updates will behave correctly.

Why does a CSV look correct but still fail?

The visible spreadsheet is only one part of the workflow. Saved formatting, the importer mapping, platform rules, missing source information and server limits can affect the result. Read the import report before repeating the upload.

Does a CSV checker replace a test import?

No. A checker can highlight data issues, while a test import confirms how your actual store processes the file.

For the built-in importer’s current field rules and platform-specific behaviour, refer to WooCommerce’s official Product CSV Importer and Exporter documentation. Extensions may use different formats.

Need help preparing your product catalogue?

Altrix Web offers CSV preparation, catalogue cleanup and agreed import support. Start with your platform, approximate product count and the changes you need.

Explore Catalogue ManagementDiscuss Your CSV