Importing quotes

You can start using Scoro without importing any historical data. However, if you want to compare your sales results to the previous year(s), it is possible to import already issued quotes to Scoro. There are many fields you can import, but we recommend keeping it simple. If possible, stick to importing the overall sum of the quote without specifying the exact services/products sold. Add detailed information about individual products/services sold only if it’s really necessary to get truly granular reporting.

It is also possible to update already existing quotes via import. The safest way is to first export the existing quotes, make the necessary changes, and then import them to Scoro (select the option “Update already existing items” on the import page). 

Note! The quote lines cannot be linked to a task via quote import. This action can be done manually directly from the quote. More on how to link with an existing task we have in this article.

TIPS FOR PREPARING THE IMPORT FILE:

• Download the example file and follow its structure. You can find the example file by going to the Import/Export module and selecting the relevant import page (Quotes).
  
  Alternatively, you can compile one quote in Scoro and export it to see exactly what columns need to be filled out. This is the recommended way as there may be several columns in the example file that are not relevant to your business.
• Mandatory fields that need to be filled out to import quotes:
  • Document number – number of the quote. Note! This field can contain only numbers. If your quote numbers contain letters or other symbols (and you need to store this information), you should add this data to the doc_description field or create a separate text type custom field in Scoro. Then add a new column to the .xls file (for the historic quote number), and fill out the document number column (add a new numbering for quotes).  
  • Date of issue (doc_date) – creation date of the quote.
    • Possible date formats:
      dd.mm.yyyy
      dd-mm-yyyy
      yyyy/mm/dd
      yyyy-mm-dd (recommended format)
      mm/dd/yyyy
  • Client (payer) – company or person to whom the quote is addressed. If the contact already exists in Scoro, the document is automatically linked to the relevant contact. If the contact does not exist in Scoro, a new company is created during the import.
  • Currency – make sure to use the correct three-letter combination (e.g. EUR, USD, GBP), when adding a currency. The list of currencies is available in Settings > Sales and finance > Currencies. Activate all in-use currencies in Scoro before importing quotes.
  • Quantity (amount) – the number of units sold.
  • Unit price (price) – price per one unit without tax (and before discount).
  • Tax rate code (vat_code) or tax rate percentage (line_vat_percent) of the quote (or individual service/product). Only one of them is needed. We advise using tax codes (you may use multiple codes for the same percentage, e.g. 0% for Tax Except, 0% for Sales Tax on Import). Make sure you have entered your tax rates to Scoro (and the tax codes in Scoro match the ones in the import file) before importing quotes. If there are several tax rates on one quote (e.g. one product is sold with a 20% tax rate and another one with 0%), make sure to first enable line-based tax rates in Scoro.  
• If you wish to import a quote with all line items, each product/service line on the quote should be added to a separate line in the .xls file. On each line, keep the general information about each quote as it is (e.g. document number, document date, etc.) and modify only product/service-specific information.
  Make sure that all the information about one quote is entered into consecutive lines (e.g. the first 2 lines are about the first quote, the next 4 lines about the second quote, and so forth), do not mix the lines of different quotes.
  See the screenshot below. Quote 123 contains 2 line items (2 hours of Analysis and 3 hours of Consultancy). The total sum is €100 (50*2) for Analysis and €120 (40*3) for Consultancy. 
  
• If you are interested only in the total sum of the quote (and the specific services sold are not that important), just add one row about each quote to the import file, specifying the quote number, price, and other mandatory fields. Note that there is no need to add information about product name, code, or group.
  The quote can also be imported in this way shown below (quantity equals 1, unit price equals total sum (€220) of the quote before tax and discount):
  
• Other generic fields that might be helpful:
  • Project name – if the quote should be linked to a project, make sure you first create/import the relevant project to Scoro. The project name in Scoro and the quote import file must match for the quote to be linked with the project.
  • Contact person – if you wish to define the client-side contact person for the quote, fill out this field (add the first and last name of the contact). If this contact already exists in Scoro, the quote is automatically linked to the correct person. If the contact does not exist in Scoro, a new contact is created during the import.
  • Owner name – an employee from your company who is the author of the quote. This employee must already have a user account in Scoro. Add the first and last name of the employee to the owner_name column (exactly like written on their Scoro user profile). If it is not important to specify the author, you can just ignore this column. In that case, the person doing the import is added as the author.
  • Due date (doc_deadline) – date until when the offer is valid. 
  • Estimated closing date – expected closing date of the quote (estimation on the customer approval date).
  • Date confirmed – the date when the customer confirmed the quote. 
    • Possible date formats:
      dd.mm.yyyy
      dd-mm-yyyy
      yyyy/mm/dd
      yyyy-mm-dd (recommended format)
      mm/dd/yyyy
  • Status (status_name) – helps to define which stage the quote is in. The status must exist in Scoro. You can predefine/customize the quote statuses on your site, just go to Settings > Site settings > Statuses. If you don’t specify the status in the import file (you don’t import this column), the default status of a new quote is used.
  • Discount – document overall discount in percentage. For example, add 10, if you want to indicate that the customer got a 10% discount. Note! The discount sum is subtracted from the unit price (the calculation is done in Scoro during the import, there is no need to define the discount sum in the import file, just the percentage).
  • Is sent – indicates if the quote has been sent to the customer or not. Fill out the field with 1 if the quote is sent, add a 0 if not. 

• Detailed information to add only if you are interested in importing all line items:
  • Product group, product code, product name – if you have already predefined products in Scoro and each product has a unique name, it's enough to fill out the product name field (and delete the other two). Scoro will add the product group and code to the quote automatically. If products in different product groups have the same name, make sure to specify the product group for all products in the import file. If you haven’t predefined products in Scoro, you might want to do that first (or add products during the quote import. See the section above for more information).
  • Line comment (product or service description) – is used to add details about the specific service.
  • Unit – unit name in the import file must match the unit name in Scoro. You can check the list of predefined units or add new units under Settings > Sales and finance > Units.
  • Accounting object – to import accounting objects, you must first enable them in Scoro. You can, but don’t have to, predefine accounting objects in Scoro. If the accounting object does not exist in Scoro it will be created during the import.
  • Line discount percent – if you wish to use line-based discounts, first enable them in Scoro, Settings > Sales and finance > Discounts. If you want to indicate that the customer got a 10% discount on a particular service, add 10 to the line_discount_percent field. PS! The discount sum is subtracted from the unit price (calculation is done during the import on the Scoro side, there is no need to define the discount sum in the import file, only the percentage).
  • Line cost – use it to add the cost of the service (i.e buying price or internal labor cost).
  • Supplier name – if the service was outsourced, you can define the supplier. If the supplier already exists in Scoro, the quote is automatically linked with the supplier, if not, a new contact is added to Scoro during the import.
  • Doer name – if the service was provided in-house, you can define the name of the team member who delivered the job. This employee must already have a user account in Scoro. Add the first and last name of the employee to the doer_name column (exactly like written on their Scoro user profile).
  • Is_internal – if you wish to indicate that the service was provided in-house, mark 1 in this column and 0 if it was outsourced.  

TIPS FOR IMPORTING THE FILE TO SCORO  
After you have prepared the file, import it to Scoro, map the fields, and decide whether you want to update the existing quotes and add new products/services during the import or not.

• Mapping phase:
  Map the columns you filled out in Excel to the fields in Scoro. If you have used the column headers from the template file, most fields are mapped automatically.
  
  
• Adding new products/services to the product list during the quote import:
  If you are only interested in the total sum of the quote, there is no need to add any products/services to Scoro during the import (simply deselect the option Add new products).
  
  If you are interested in importing line items (product/service lines), it is possible to add new products/services to Scoro during the quote import. In that case, if a product described in the import file is not found in Scoro, it is automatically created during the import (product name, product group, product code, and description will be added to your product database). For that, select the option Add new products. 
  
  However, the recommended option is to first import/add the products and services to Scoro and then import the quotes. That way, you can add a lot more information to Scoro about products/services than with the quote import. In that case, deselect the option to add new products. Also, make sure that the product names in Scoro match the ones used in the quote import file.  
  
  
• Update existing quotes or add new ones:
  If you are importing new quotes (the very first import) just deselect the option Update already existing items. 
  It is also possible to update the quotes already entered to Scoro. Just make sure the Quote number or Quote ID in the import file matches the document number in Scoro (you can see the quote ID by exporting quotes) and select the update option. 
  
  
• Resolving errors:
  Scoro will notify you once the import is complete. The lines containing errors are not imported, plus you get an error report indicating the issues. Just download the file, make the needed corrections in the file and import it again.