Order Import from Excel: How to Streamline Data Entry Without Complex Systems

If you’re still importing orders manually from Excel spreadsheets, you’re not alone. Many businesses rely on Excel to manage sales orders, inventory updates, and customer data, but it’s easy for mistakes and inefficiencies to creep in. This guide explains how to simplify and automate the order import process from Excel, saving your team hours of manual work each week.

Why Excel-Based Order Import is Common

Excel remains a go-to format for many small and medium-sized businesses because:

• It’s flexible and familiar

• Many suppliers and customers still send orders in spreadsheet format

• ERP or order management systems often allow basic CSV/XLS imports

But the process isn’t always smooth. Manual uploads, data formatting issues, and version control can lead to delays and errors.

Common Problems with Manual Excel Imports

• Inconsistent Column Headers: A mismatch in expected headers can block file uploads.

• Data Entry Errors: Typos and incorrect product codes can lead to failed imports.

• Version Confusion: Multiple spreadsheet versions can cause duplication or data loss.

• No Validation: Most upload tools don’t catch missing SKUs, invalid dates, or mismatched units.

How to Automate Excel Order Imports

1. Use a Middleware Platform

   Platforms like Switchboard act as a bridge between your spreadsheets and internal systems. Upload your Excel file, and the platform:

   • Maps columns to the correct fields

   • Validates formats (e.g. dates, SKUs)

   • Flags and fixes common errors

   • Automatically pushes the data to your ERP, WMS, or OMS

   
   

2. Standardize Templates

   Agree on a consistent order format with customers. Share a downloadable template that ensures clean, expected structure.

   
   

3. Set Up Scheduled Imports

   For recurring orders, automate the process by dropping Excel files in a shared drive (e.g. Dropbox, Google Drive). Integration tools can monitor these folders and auto-import new orders.

   
   

4. Enable Email-to-Order Parsing

   If customers send orders via email attachments, you can automate parsing to extract the spreadsheet data and flow it directly into your system.

   
   

Benefits of Automating Excel Imports

• Fewer Errors: Reduce mistakes from manual entry or mismatched templates

• Faster Processing: Orders get into your system in seconds, not hours

• Happier Customers: Accurate and timely order confirmations build trust

• Operational Efficiency: Free up your team from time-consuming uploads

Importing orders from Excel doesn’t have to mean manual work and constant back-and-forth. With the right tools and process in place, you can turn Excel into a reliable part of your order pipeline, without the usual headaches.