> For the complete documentation index, see [llms.txt](https://www.boxhero.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://www.boxhero.io/docs/concepts/items.md).

# Items

<figure><img src="/files/qTkyAaPgMCe4IgPmYRUA" alt=""><figcaption></figcaption></figure>

***

## Adding Items

### A. On Your Computer

* You can add a new item from the <mark style="color:$primary;">`Item List`</mark> by clicking  <mark style="color:$primary;">`Add Item`</mark>.&#x20;
* Alternatively, you can go to <mark style="color:$primary;">`Data Center`</mark> > <mark style="color:$primary;">`Items`</mark> and click <mark style="color:$primary;">`Add Item`</mark>.&#x20;

{% embed url="<https://customer-0jrbilsa8yt3k758.cloudflarestream.com/5c73fe4cc8e74f9caea74fc194c2c1d2/iframe?autoplay=true&controls=false&letterboxColor=transparent&loop=true&muted=true&poster=https://customer-0jrbilsa8yt3k758.cloudflarestream.com/5c73fe4cc8e74f9caea74fc194c2c1d2/thumbnails/thumbnail.jpg?height=1080&preload=true>" %}

#### Item Details

* **SKU:** A unique code used to identify your item. For new items, an SKU is automatically generated, but you can also enter your own SKU details.
* **Name:** This is a required field when adding items to your team.
* **Barcode:** Use an existing barcode or generate a random barcode number.
* **Photo:** You can upload an item photo (up to 3MB).
* [**Attribute**](/docs/concepts/attributes.md)**:** You can add custom attributes like brand, size, color, and more.
* **Quantity:** Enter the initial stock quantity. You can update the quantity later through inventory transactions.

### B. On Your Phone

* In the bottom menu, tap <mark style="color:$primary;">`Items`</mark>. Then tap the  <mark style="color:$primary;">`+`</mark> (plus) icon in the bottom-right corner.&#x20;
* On the next screen, enter your item details and set the initial quantity. Tap <mark style="color:$primary;">`Save`</mark>.

{% embed url="<https://customer-0jrbilsa8yt3k758.cloudflarestream.com/9b9ced45179f4fb7b515a2fda2c153af/iframe?autoplay=true&controls=false&letterboxColor=transparent&loop=true&muted=true&poster=https://customer-0jrbilsa8yt3k758.cloudflarestream.com/9b9ced45179f4fb7b515a2fda2c153af/thumbnails/thumbnail.jpg?height=1080&preload=true>" %}

{% hint style="warning" %}
**Note**: There is a limit to the number of items you can register in your team.\
Please refer to our [pricing](/docs/pricing.md) to choose the plan that works best for you.
{% endhint %}

***

## Using Excel

Excel is the fastest way to work with your items in bulk. From <mark style="color:$primary;">`Data Center`</mark> > <mark style="color:$primary;">`Items`</mark> > <mark style="color:$primary;">`Import from Excel`</mark>, you can:

* **Add** new items at once from a spreadsheet.
* **Edit** the details and quantities of existing items in bulk.
* **Update SKUs** to replace the SKU codes on existing items.

{% hint style="success" %}
A little setup before you begin:

* **Set up your custom attributes** (e.g., Brand, Size, Color) under <mark style="color:$primary;">`Data Center`</mark> > <mark style="color:$primary;">`Attributes`</mark>. Attributes added *after* you download the template won't appear as columns.
* **Set up your locations** under <mark style="color:$primary;">`Data Center`</mark> > <mark style="color:$primary;">`Locations`</mark>. If you track inventory across multiple places. Each location becomes its own quantity column.
* **Confirm your item identifier.** BoxHero's Excel features match rows to items by "SKU" by default. To match by "barcode" instead, change this under <mark style="color:$primary;">`Settings`</mark> > <mark style="color:$primary;">`Team`</mark> ><mark style="color:$primary;">`Excel Import Settings`</mark> *before* you start.
  {% endhint %}

### Add Items via Excel

If you already have a spreadsheet with your item details — or want to add many items at once — use **Add via Excel** to upload them all to BoxHero.

{% embed url="<https://customer-0jrbilsa8yt3k758.cloudflarestream.com/4bdc5fa3b2684cb0a34950da12f02d67/iframe?autoplay=true&controls=false&letterboxColor=transparent&loop=true&muted=true&poster=https://customer-0jrbilsa8yt3k758.cloudflarestream.com/4bdc5fa3b2684cb0a34950da12f02d67/thumbnails/thumbnail.jpg?height=1080&preload=true>" %}

{% stepper %}
{% step %}

#### Download Excel Template

* Go to <mark style="color:$primary;">`Data Center`</mark> > <mark style="color:$primary;">`Items`</mark>.
* On the top right, click <mark style="color:$primary;">`Import from Excel`</mark> > <mark style="color:$primary;">`Add via Excel`</mark>.
* Click <mark style="color:$primary;">`Download Template`</mark>. The file is pre-formatted with the correct column structure for your team — including your custom attributes and locations.

<figure><img src="/files/WS1sUiWKWMznMURlc5Dr" alt=""><figcaption></figcaption></figure>

{% endstep %}

{% step %}

#### Review Excel Columns

Open the downloaded file. You'll see three types of columns:

* **Fixed fields:** Built-in columns that can’t be renamed or deleted.\
  &#x20;(*SKU, Item Name, Barcode, Cost, and Price*)
* **Custom attributes**: [*Attributes*](/docs/concepts/attributes.md) you've set up under <mark style="color:$primary;">`Data Center`</mark> > <mark style="color:$primary;">`Attributes`</mark>.
* **Quantity by location**: [*Locations*](/docs/concepts/locations.md) you've set up under <mark style="color:$primary;">`Data Center`</mark> > <mark style="color:$primary;">`Locations`</mark>.&#x20;

<figure><img src="/files/oGsga1EzZxpHJXHnjlto" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
If you haven’t added any locations, only the **Qty (Default Location)** column appears.
{% endhint %}

{% endstep %}

{% step %}

#### Fill in Item Data

Enter your item details into the template, referencing the example row at the top of the file.

<figure><img src="/files/YeedmPZv7tIY3VpACFpN" alt=""><figcaption></figcaption></figure>

{% hint style="warning" %}
**Things to Note:**

* **Item Name** — required. All other fields save as blank if left empty.
* **SKU and Barcode** — leave blank to auto-generate.
* **Cost and Price** — leave blank if you don't use [Purchases & Sales](/docs/key-features/purchase-and-sales.md).
* **Quantity** — defaults to 0 if blank.
  {% endhint %}

{% endstep %}

{% step %}

#### Upload and Confirm

* Return to the <mark style="color:$primary;">`Add via Excel`</mark> screen and upload your completed Excel file.
* Check <mark style="color:$primary;">`Generate`</mark> to auto-fill any blank **SKU** or **Barcode** cells.
* Review the items in the preview screen. Rows with errors are flagged — fix them in your Excel file and re-upload, or proceed with only the valid rows.&#x20;
* Click <mark style="color:$primary;">`Done`</mark> at the bottom to finish.

<figure><img src="/files/lLrfCvMF2CyWTs7cLODv" alt=""><figcaption></figcaption></figure>

{% endstep %}
{% endstepper %}

### Edit Items via Excel

Use **Edit via Excel** to change the details and quantities of many existing items in one pass. Unlike adding, this starts from a file of your *current* data, so you edit what's already there rather than entering items from scratch.

{% stepper %}
{% step %}

#### Download Current Data

* Go to <mark style="color:$primary;">`Data Center`</mark> > <mark style="color:$primary;">`Items`</mark>.
* On the top right, click <mark style="color:$primary;">`Import from Excel`</mark> > <mark style="color:$primary;">`Edit via Excel`</mark>.
* Click <mark style="color:$primary;">`Download Template`</mark>. The downloaded file contains all your item currently in BoxHero, along with its details and stock quantities.

{% endstep %}

{% step %}

#### Edit Excel File

Change *only* the cells you need to update, then save the file.

For example, after a stock count at your "Houston warehouse," you might set every item's quantity there to "20." Just update that one column and leave the rest as they are.

<div><figure><img src="/files/AOrZojeBo6CGXTs09NVt" alt=""><figcaption><p><strong>Before</strong>: The current "Houston Warehouse" quantities.</p></figcaption></figure> <figure><img src="/files/ir9Tg16LxbNhnsZRahT3" alt=""><figcaption><p><strong>After</strong>: The whole column updated to "20."</p></figcaption></figure></div>

{% hint style="warning" %}
**Leave the cells you want to keep unchanged.** If you clear a cell and upload, that value will be overwritten — text fields become blank and quantities become 0.&#x20;
{% endhint %}

{% endstep %}

{% step %}

#### Upload and Confirm

* Return to the <mark style="color:$primary;">`Edit via Excel`</mark> screen and upload your edited file.
* For any column you didn't intend to change, select <mark style="color:$primary;">`Keep as is`</mark>  in the dropdown. This protects those fields from accidental changes, even if a cell was edited or cleared.
* Review the changes in the preview, then click <mark style="color:$primary;">`Done`</mark>  to apply them.

<figure><img src="/files/XpAPyRiLqAKu3MEjCgiw" alt=""><figcaption></figcaption></figure>

{% endstep %}
{% endstepper %}

### Update SKUs via Excel

Use **Update SKUs via Excel** to replace the SKU codes on existing items in bulk. Because BoxHero identifies items by SKU, this is the safe way to rename SKUs — a regular **Edit via Excel** would read a changed SKU as a different item.&#x20;

{% stepper %}
{% step %}

#### Download Excel File

* Go to <mark style="color:$primary;">`Data Center`</mark> > <mark style="color:$primary;">`Items`</mark>.
* On the top right, click <mark style="color:$primary;">`Import from Excel`</mark> > <mark style="color:$primary;">`Update SKUs via Excel`</mark>.
* Click <mark style="color:$primary;">`Download Template`</mark>. The file lists every item in your team. Each row's current code is pre-filled in the **SKU(Before)** column, with an empty **SKU(After)** column beside it.&#x20;

{% hint style="info" %}
The other columns show each item's current details so you can identify the right rows. Leave them as they are — this step only updates SKUs.
{% endhint %}

{% endstep %}

{% step %}

#### Enter New SKUs

In the **SKU(After)** column, type the new code for each item you want to rename. Leave **SKU(After)** blank on any row you want to keep unchanged.

<figure><img src="/files/yMsJzoFnFuYGxdqsW87l" alt=""><figcaption></figcaption></figure>

{% hint style="warning" %}
Things to note:

* **Don't edit the SKU(Before) column.** It's how BoxHero matches each row to an existing item.
* **Each new SKU must be unique.** You can't reuse a code that's already assigned to another item.
  {% endhint %}

{% endstep %}

{% step %}

#### Upload and Confirm

* Upload the completed file on the <mark style="color:$primary;">`Update SKUs via Excel`</mark> screen.
* Review the changes in the preview, then click <mark style="color:$primary;">`Done`</mark> .
  {% endstep %}
  {% endstepper %}

***

## Adding Item Variants

If you have items with different options like size or color, you can add them to your BoxHero team with <mark style="color:$primary;">`Item Variants`</mark>. This feature allows you to quickly create multiple versions of the same item.

<figure><img src="/files/i2EBVSjiLCf3BhFEu0yu" alt=""><figcaption></figcaption></figure>

For example, if a sweatshirt comes in **four colors** and **three sizes**, you can add all variations by going to <mark style="color:$primary;">`Item List`</mark> > <mark style="color:$primary;">`Add Item`</mark> > <mark style="color:$primary;">`Add Item Variants`</mark>.

You’ll have **12 different combinations** of the same sweatshirt in your inventory:

| Brown | Yellow | Gray | Red |
| ----- | ------ | ---- | --- |
| S     | S      | S    | S   |
| M     | M      | M    | M   |
| L     | L      | L    | L   |

{% embed url="<https://customer-0jrbilsa8yt3k758.cloudflarestream.com/3d92a7cda7da468aad350a9942dd6a41/iframe?autoplay=true&controls=false&letterboxColor=transparent&loop=true&muted=true&poster=https://customer-0jrbilsa8yt3k758.cloudflarestream.com/3d92a7cda7da468aad350a9942dd6a41/thumbnails/thumbnail.jpg?height=1080&preload=true>" %}

***

## Updating Item Details

### Edit Each Item

Select an item from the <mark style="color:$primary;">`Item List`</mark> and click the <mark style="color:$primary;">`Edit`</mark> or <mark style="color:$primary;">`...`</mark> (more) to make changes.

<figure><img src="/files/5suByiuWooHXNmrz1amN" alt=""><figcaption></figcaption></figure>

### Edit Multiple Items

You can update multiple items by going to <mark style="color:$primary;">`Data Center`</mark> > <mark style="color:$primary;">`Items`</mark>. This is helpful when adding or modifying attributes a large group of items.

{% embed url="<https://customer-0jrbilsa8yt3k758.cloudflarestream.com/5dd42973ad6f40dd847c7691c560b598/iframe?autoplay=true&controls=false&letterboxColor=transparent&loop=true&muted=true&poster=https://customer-0jrbilsa8yt3k758.cloudflarestream.com/5dd42973ad6f40dd847c7691c560b598/thumbnails/thumbnail.jpg?height=1080&preload=true>" %}

### Change History <a href="#change-history" id="change-history"></a>

Select an item in your  <mark style="color:$primary;">`Item List`</mark> >  <mark style="color:$primary;">`···`</mark> (more) > <mark style="color:$primary;">`Change History`</mark>.

You can view the change history of item information — such as SKU, Name, Barcode, Cost, Price and any [custom attributes](/docs/concepts/attributes.md).&#x20;

<figure><img src="/files/rR7iV0hdtn8eSksrgAqQ" alt=""><figcaption></figcaption></figure>

***

## Deleting Items

### Delete Multiple Items

To delete multiple items, go to <mark style="color:$primary;">`Data Center`</mark> > <mark style="color:$primary;">`Items`</mark>.

You can change the <mark style="color:$primary;">`View`</mark> settings at the bottom to display **500** items per page, select all, and delete them in batches of 500.

<figure><img src="/files/2IyDuQY3GJO9bOcwXE0j" alt=""><figcaption></figcaption></figure>

### Recover Deleted Items

If you accidentally deleted an item, you can recover it by going to <mark style="color:$primary;">`Data Center`</mark> > <mark style="color:$primary;">`Items`</mark> > <mark style="color:$primary;">`...`</mark> > <mark style="color:$primary;">`Recently Deleted`</mark> > <mark style="color:$primary;">`Restore`</mark>.

<figure><img src="/files/20lq770uc794fNyJnOsC" alt="How to recover recently deleted items in boxhero via the data center"><figcaption></figcaption></figure>

***

## Managing Item Photos

### Upload Photos in Bulk

You can upload multiple item photos at once by going to <mark style="color:$primary;">`Data Center`</mark> > <mark style="color:$primary;">`Items`</mark> > <mark style="color:$primary;">`...`</mark> > <mark style="color:$primary;">`Upload Photos`</mark>.

{% embed url="<https://customer-0jrbilsa8yt3k758.cloudflarestream.com/f4a81299475542228d2c0568e12c1781/iframe?autoplay=true&controls=false&letterboxColor=transparent&loop=true&muted=true&poster=https://customer-0jrbilsa8yt3k758.cloudflarestream.com/f4a81299475542228d2c0568e12c1781/thumbnails/thumbnail.jpg?height=1080&preload=true>" %}

1. Make sure that the **file names match the SKUs** of the items.
2. Drag and drop the photo files to BoxHero.
3. Click the **Submit** button to complete the process.

### Download Photos in Bulk

You can download all item photos compressed into a single file at <mark style="color:$primary;">`Data Center`</mark> > <mark style="color:$primary;">`Items`</mark> > <mark style="color:$primary;">`...`</mark> > <mark style="color:$primary;">`Download Photos`</mark>.

<figure><img src="/files/9raU6jGUWHjpTFsVlDDQ" alt=""><figcaption></figcaption></figure>

***

## Exporting Items

### Export Item Details

Download your item data into an Excel file by going to <mark style="color:$primary;">`Data Center`</mark> > <mark style="color:$primary;">`Items`</mark> > <mark style="color:$primary;">`Export to Excel`</mark>.

<figure><img src="/files/VofOU0hEyQK5qgYbP76x" alt=""><figcaption></figcaption></figure>

{% hint style="success" %}
In addition to your item information, you can export data such as your team’s **Inventory Reports** and **Transactions** history. Just look for the “Export to Excel” button in the top-right corner of each page.
{% endhint %}

### Export Item Photos

To export your inventory list with item photos and barcode images, navigate to <mark style="color:$primary;">`Data Center`</mark> > <mark style="color:$primary;">`Items`</mark> > <mark style="color:$primary;">`...`</mark> (more) on the top right > <mark style="color:$primary;">`Export to HTML`</mark>.

<figure><img src="/files/Vfrf3uPA7vrd93bHFTKA" alt=""><figcaption></figcaption></figure>

1. Press <mark style="color:$primary;">`Ctrl + A`</mark> to select all items. *(Mac: Command + A)*
2. Press <mark style="color:$primary;">`Ctrl + C`</mark> to copy the data. *(Mac: Command + C)*
3. Open an Excel file and press <mark style="color:$primary;">`Ctrl + V`</mark> to paste the data. *(Mac: Command + V)*
4. Save your Excel file, which will now include item photos and barcode images.

<figure><img src="/files/vY5tbBVngKkbfrHLMMA8" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
You can **filter** and **select specific data** to save in Excel by searching for items in <mark style="color:$primary;">`Data Center`</mark> and using the <mark style="color:$primary;">`Export as HTML`</mark> feature.
{% endhint %}

***

## Frequently Asked Questions

**Still need help?** Check out our FAQ on managing items.

{% content-ref url="/spaces/mkYNU2xLl20GSI6NQQ6q/pages/OUC87v56RhnbLgY8Qbt0" %}
[Items & attributes](/docs/faq/inventory-and-transactions/items-and-attributes.md)
{% endcontent-ref %}