Bring your data into Zamilo

Zamilo can read your products, prices, suppliers, stock, accounts and contacts from spreadsheets, Zoho CRM, FileMaker or another Zamilo workspace. Every import is under Data in Settings, and the file imports show a dry run before anything is written.

Before you start

• You need the Administrator role.
• Spreadsheets can be Excel (.xlsx), CSV or tab-separated, up to 25 MB, with column names on the first line. An uploaded file is kept for a day while you work on it.

Which import to use

What you have	Settings page
A price list or product, supplier or stock spreadsheet	Import products
A Zoho CRM export of accounts and contacts	Import from Zoho
A FileMaker database you can reach over the internet	Import from FileMaker
Pictures named by SKU	Product pictures
An export or snapshot from another Zamilo	Import a snapshot

Products, prices and stock from a spreadsheet

1. Go to Settings → Import products.
2. Under What the file holds, choose Products, Suppliers or Stock on hand. Choose the file and press Read the File. For a workbook with several sheets, pick one and press Read This Sheet.
3. Match each column to a field under Goes into, or leave it out; Zamilo guesses most. Products need a SKU, suppliers a name, stock a SKU and a quantity. A column with no matching field can go into a custom field, or a new one named after it.
4. Say what happens to records you already have: Only fill in what the CRM is missing, or Take the file's values (a blank cell never erases anything). For stock, choose whether the file is a stock count (Set each quantity) or an opening balance (Add each quantity).
5. Press Dry Run. Nothing is saved yet: you see how many records will be created, updated and skipped, and the first 50 lines with what changes.
6. Press Change the columns to adjust, or Import and confirm.

Products are matched on SKU, ignoring case and spaces, so you can import an updated price list later.

Accounts and contacts from Zoho CRM

1. In Zoho CRM, go to Setup → Data Administration → Export and export Accounts, then Contacts, with all fields, as CSV.
2. In Zamilo, go to Settings → Import from Zoho. Import Accounts first, so contacts can find their accounts by name.
3. Choose the file, press Read the File, match the columns (accounts need the account name), then press Dry Run and Import.

An existing account or contact only gains fields it was missing. Importing the same file again updates rather than duplicates.

Straight from FileMaker

1. Go to Settings → Import from FileMaker.
2. Fill in Server address, Database (file name), Account and Password, and press Save and Test. The server needs the Data API switched on, and the account the fmrest privilege. FileMaker Cloud uses a Claris ID with two-step verification off.
3. Choose a Layout and press Show Its Fields.
4. Under It holds, say what the layout contains: products, suppliers, stock, accounts, contacts, or quotes and packing slips (kept as history).
5. Press Read the Records (up to 10,000 at a time), then match the columns, run the dry run and import as with a file.

Product pictures by SKU

On Settings → Product pictures, choose pictures or ZIPs of them and press Add the Pictures. Each file goes to the product its name matches: NW1042.jpg is NW1042's first picture, and NW1042-2.jpg comes after it. JPEG, PNG, WebP or GIF, up to 10 MB each and 25 MB per upload. With a Shopify store connected, Bring the Pictures Over copies its pictures instead.

From another Zamilo workspace

1. In the old workspace, an administrator presses Export This Company on Settings → Data & sync and downloads the zip (see Backups and exporting). A nightly snapshot works too.
2. In the new workspace, go to Settings → Import a snapshot.
3. Paste a Direct download link to the zip, or choose the file (the page shows the upload limit).
4. If the workspace already holds records, tick Replace this company's records. They are deleted first.
5. Press Start the Import. The page shows progress, then checks each table's count against the export.

What comes across: every record, person, role, setting and file, with the links between records. People keep their passwords, and you keep your own account.

What stays behind: passwords and keys for connected services. Mailboxes arrive paused until someone signs in again (Microsoft 365) or re-enters the password (IMAP) on Settings → Mailboxes. Connect QuickBooks, Shopify, carriers, the phone and AI keys afresh from Settings. Two-step sign-in is switched off for everyone imported; each person turns it on again from My Profile. Open invitations and the allowed-address list are not copied.

If the import fails, your workspace is left as it was. If you see An import is already running., wait a few minutes and try again.

Tips

• Read every dry run, and try a small file first.
• Go in this order: suppliers, products, stock, pictures, then accounts and contacts.
• Before a big import into a workspace that already has data, take a copy with Back Up Now or Export This Company.