Products
Add products
- One at a time: Products → Add product. Name and selling price are required. Everything else (SKU, barcode, cost, category, reorder point) can come later.
- From a photo: in Add product, press Choose photo under "Start from a photo" and take or pick a photo. AI fills in the name, description, tags and category; check them, add the price, and save. The photo is added to the product.
- From a spreadsheet: Products → Import. Upload a CSV or Excel file, match its columns, preview, then import. Rows match existing products by SKU (or name), and never create duplicates. The preview shows what would change on each existing product; choose Skip existing products (the default) or Update existing products. Columns that don't match a field are listed as "won't be imported". A Square item export works as-is. Rows with problems are skipped with the reason; the final summary counts what was created, updated and skipped, lists each skipped row's reason and offers Rows to fix (.csv). In a CSV, a row with more values than the heading row has columns (usually an unquoted comma) is skipped and says so, rather than reading values into the wrong columns.
Columns the importer understands (names are matched loosely, e.g. "Qty" or "Stock on hand" both mean quantity, and "Price (USD)" or "Price (₹)" means selling price; prices may include $, ₹ or Rs. and either grouping, like 1,23,456.50):
| Column | Notes |
|---|---|
| SKU | Matches existing products; re-importing updates them. A row needs a SKU, or a name for a new product |
| Name | Required for new products |
| Variation name | Square exports: added to the name unless it's "Regular" |
| Category | Created if it doesn't exist |
| Selling price | Required for new products; a price of 0 is flagged |
| Cost price | Used for margins and stock value |
| Barcode | UPC, EAN or GTIN |
| Status | active, draft or archived |
| Tags | Comma-separated |
| Reorder point | Reorder when stock falls to this |
| Reorder quantity | How many to order when restocking |
| Weight | "Weight (kg)", or a unit in the cell ("300 g", "2 lb"); kg if not given |
| Supplier | Name or code of an existing supplier; unknown names are left blank |
| Quantity in stock | Sets on-hand stock at the location |
| Location | An existing location; the default if blank. Bin or shelf columns aren't locations |
| Bin / shelf | "Bin Location", "Shelf", "Aisle" and similar. Where the stock sits at that location (shown in the Inventory page's Bin column). Saved only on rows with a quantity |
| Photo links | Image URLs, separated by spaces or commas |
| Description |
Edit products
On a computer, use the row's … menu → Edit. On a phone, tap the product's name. Only managers and above can create, edit or delete products. Tags (comma-separated) and Weight (with its unit) are in the edit form and shown in the product's details, along with its stock history.
Legal details (India)
Businesses in India see a Legal details (India) section in the edit form (tap it to open). For packaged goods, an online store in India has to show these next to the MRP, and your store does:
- Country of origin, e.g. India.
- Made or packed by: choose Manufacturer, Packer or Importer, then their Name and Their address.
- Net quantity with its unit, e.g. 500 g, 6 pcs or 1 pair.
- Best before or expiry (optional), e.g. "Best before 12 months from packing".
- Other details (optional): size, care instructions, an FSSAI licence number, or anything else the pack must declare.
A variant without its own details uses its family's. The details are also in
the API (countryOfOrigin, manufacturerRole, manufacturerName,
manufacturerAddress, netQuantity with netQuantityUnit, bestBefore,
legalNote). They aren't in the spreadsheet import yet.
Variants
A product with sizes or colours (e.g. a bat in Short Handle and Long Handle) becomes a family with one variant per option. Each variant has its own SKU, barcode, price and stock; the family itself holds no stock.
Photos
Open a product's View Details panel (row menu → View Details) and add photos from your computer, or take them with your phone's camera (up to 20 per product). Photos are resized automatically. The first photo is the main one; use the arrows or Make main photo to reorder, and add a short description for accessibility.
AI help with photos
Managers and above can use these from the photos panel. The AI never changes a photo you took; anything it makes is added as a new image.
- Write from this photo (the page icon under a photo): AI drafts the description, tags, category and the photo's accessibility description from what it sees. Tick what to keep, edit it, then Use selected. Nothing is saved until you do.
- Create with AI: makes a new image for the product, added to its photos with an AI-generated label. Choose a studio shot (plain background), in use (a natural setting), clean up my photo (your photo on a plain background) or describe it (your own instructions). It works from your main photo so the product looks like yours; without a photo it works from the name and description and won't show your exact item. An image usually takes 10 to 30 seconds and can take a minute or two when the AI service is busy; the dialog shows how long it has been working. Also in the row's … menu → Create AI Image.
- Allowance: Free plans include 5 AI images a month and Pro plans 100. The dialog shows how many are left; a failed attempt doesn't count. Delete any image you don't want like any other photo.
Use real photos as the main photo where you can: customers expect to pick up what they saw.
Barcodes and labels
- Type a barcode, or press the scan button next to the field and point your phone's camera at it. A USB or Bluetooth barcode scanner also works.
- Print labels: Products → Labels. Pick products and quantities, then print on Avery 5160 sheets (30 per page) or a 2" × 1" thermal printer. A valid UPC or EAN prints as that barcode; any other barcode, or the SKU when a product has no barcode, prints as Code 128. You can skip label positions already used on a sheet.
- The Scan button at the top of every page finds a product from its barcode or SKU.
Archive or delete
Archive a product you no longer sell (Status → archived): it keeps its history, and it leaves the list, which shows Active and draft products unless you pick another Status. Choose Archived to see archived products, or All, with archived for everything. The Products card counts what the Status filter lists. Product counts elsewhere (the dashboard, the setup checklist, reports and AI Insights) leave archived products out, so they match the Products page's default total. Sales figures still include what an archived product sold before it was archived. Delete only works for products that don't appear on any order, purchase order, transfer or stock count, cancelled ones included, so your history stays complete. If a product can't be deleted, the delete dialog says why and offers Archive instead.