From product spreadsheet to online catalog: preparing your data
To turn a product spreadsheet into an online catalog, give every product a unique code and one row, separate name, category and each technical attribute into their own columns with consistent units, link images by code, and decide which fields are public. The catalog is then generated from that sheet or the ERP export, so updating the source updates the site.
Guilherme Rodrigues ItinoseUpdated 2 min read
Key takeaways
- One product per row with a unique code.
- One attribute per column, with consistent units.
- Categories defined once and reused, not typed freely.
- Images named by product code.
- The spreadsheet or ERP stays the single source of truth.
A catalog is only as good as its data. Most companies already have that data, scattered across spreadsheets, PDFs and the ERP. The work is organizing it once.
A clean product sheet
| Column | Example | Rule |
|---|---|---|
| code | FX-10040 | Unique, never reused |
| name | Hex bolt M10 × 40 | Human-readable |
| category | Bolts | From a fixed list |
| standard | DIN 933 | One attribute per column |
| material | Steel 8.8 | Consistent spelling |
| length_mm | 40 | Unit in the column name |
| image | FX-10040.webp | Named by code |
| active | yes | Controls publication |
Common clean-up tasks
- Merge duplicates with different codes.
- Normalize units (mm, not “mm”, “MM” and “millimeters”).
- Split combined fields (“M10x40 zinc”) into attributes.
- Fix categories so each product has exactly one primary category.
Keep it in sync
The catalog should be generated from the sheet or ERP export. Change the source, and the site updates; no copying between systems.
We import spreadsheets and ERP exports into digital catalogs with search, filters and a page per product.
When to outsource this
- Your product data lives in several spreadsheets and PDFs
- You want a catalog that updates without a developer
When not to
- You have a handful of products that rarely change
FAQ
What columns do I need?
At least code, name, category, short description, key attributes, unit, image file name and whether it is active.
What about variations like sizes?
Either one row per variation with a parent code, or a variation column. Choose one rule and stick to it.
Can the catalog read directly from our ERP?
Often yes, through an export or API. A scheduled export to a sheet is a simple start.
How do I handle missing data?
Publish what is reliable, flag gaps internally and complete them over time. Wrong data is worse than missing data.
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