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CSV imports create new records — they do not update existing ones. If you need to modify existing products or transactions, edit them individually within the platform or use the bulk edit options where available.
Importing products via CSV
If you have an existing product catalog in a spreadsheet or another platform, you can import it directly into the HoopAI Platform without manual data entry.Navigate to the Products import screen
Go to Payments → Products in the HoopAI web app. Click the Import button (or the dropdown arrow next to it) and select Import as CSV.
Download the CSV template
Click Download Template to get a pre-formatted CSV file with all the correct column headers. Always use the template as the starting point to ensure your file is formatted correctly before uploading.
Fill in the template
Open the downloaded template and add your products. Required and optional columns are described in the table below.
Upload the CSV
Drag and drop your completed CSV file into the upload area, or click Browse to select it from your computer.
Review the import preview
The platform shows a row-by-row preview of the data it will import. Review the preview carefully to confirm that prices, names, and types are correct.
Confirm the import
Click Import to create the products. Once complete, you will see a summary showing how many rows were successfully imported and how many had errors.
Product CSV column reference
| Column | Required | Notes |
|---|---|---|
| Name | Yes | The product display name |
| Description | Yes | Short product description |
| Price | Yes | Numeric value without currency symbols (e.g., 49.99) |
| Type | Yes | Physical, Digital, or Free |
| Currency | Yes | Three-letter ISO code (e.g., USD, GBP, EUR) |
| SKU | No | Stock-keeping unit for inventory tracking |
| Inventory Quantity | No | Leave blank for unlimited stock |
| Weight | No | For physical products; used in shipping calculations |
| Compare At Price | No | Original price shown as a strikethrough (for sale pricing) |
| Collection | No | Assigns the product to an existing product collection |
Importing products from Stripe
If you have an existing product and price catalog in Stripe, you can pull it directly into the HoopAI Platform without building a CSV.Connect Stripe
Ensure your Stripe account is connected in Payments → Payment Integrations. The import will not be available if Stripe is not connected.
Open the import screen
Go to Payments → Products, click the Import dropdown, and select Import from Stripe.
Review and confirm
The platform displays a list of all products found in your Stripe account. Review the list to confirm the products and prices are the ones you want to import.
The Stripe product import is a one-time operation. Changes made to products in Stripe after the import are not automatically reflected in the HoopAI Platform. To keep catalogs in sync, update products directly in the HoopAI web app after the initial import.
Importing historical transactions via CSV
Use the transaction import to bring payment history from a previous platform into HoopAI. This is particularly useful when migrating so that your reporting and customer payment history remain intact.Download the CSV template
Download the transaction import template to ensure your data is structured with the correct column headers.
Prepare your CSV
Fill in the template using your historical data. Required columns are described in the table below.
Upload and review
Upload the CSV and review the import preview. Confirm that dates, amounts, and customer details look correct.
Transaction CSV column reference
| Column | Required | Notes |
|---|---|---|
| Date | Yes | ISO format recommended: YYYY-MM-DD |
| Amount | Yes | Numeric value without currency symbols |
| Currency | Yes | Three-letter ISO code |
| Customer Name | Yes | Contact’s full name |
| Customer Email | Yes | Used to match or create a contact record |
| Description | Yes | Brief description of what was purchased |
| Status | Yes | Paid, Refunded, Failed, or Pending |
Importing historical invoices via CSV
If you are migrating from QuickBooks, FreshBooks, or another invoicing platform, you can import your invoice history to maintain a complete billing record.Download the invoice import template
Use the provided template to format your invoice data. The template includes all supported fields.
Prepare already-paid invoices
For invoices that were already paid before the migration, include the payment date in the corresponding column. The import will mark those invoices as paid with the recorded date rather than as outstanding.
Exporting transactions as CSV
Export your full transaction history or a filtered subset for accounting, reporting, or external analysis.Apply filters (optional)
In Payments → Transactions, use the filter controls to narrow the data before exporting. You can filter by:
- Date range
- Transaction status (paid, refunded, failed, pending)
- Payment gateway (Stripe, Square, PayPal, NMI, Authorize.net)
- Payment mode (live or test)
Click Export
Click the Export button. The platform will generate a CSV file containing all transactions that match your current filter criteria.
Transaction export columns
| Column | Description |
|---|---|
| Date | Transaction timestamp |
| Amount | Total charged amount |
| Currency | Transaction currency |
| Customer Name | Contact’s name |
| Customer Email | Contact’s email address |
| Payment Method | Card, ACH, Apple Pay, cash, etc. |
| Gateway | Which payment processor handled the transaction |
| Status | Paid, refunded, failed, or pending |
| Refund Status | Refunded, partially refunded, or not refunded |
| Tax Amount | Total tax collected |
| Discount Amount | Total discount applied |
| Coupon Code | Coupon code used (if any) |
| Late Fee | Late fee amount (if applicable) |
| Tip | Tip amount (if applicable) |
| Source | Where the transaction originated (invoice, order form, subscription, POS, payment link) |
| Source ID | The ID of the originating record |
Exporting orders as CSV
Export your order history from order forms and product purchases.Order export columns
| Column | Description |
|---|---|
| Order ID | Unique system identifier for the order |
| Date | Order timestamp |
| Customer | Contact name |
| Product Name | Name of the purchased product |
| Quantity | Number of units purchased |
| Unit Price | Price per unit |
| Discount | Discount applied to this line item |
| Subtotal | Line total after discount, before tax |
| Tax Name | Name of the tax applied |
| Tax Amount | Tax collected on this line item |
| Total | Final line total including tax |
| Status | Paid, pending, refunded, etc. |
| Payment Mode | Live or test |
| Source | Which funnel, website, or order form originated the purchase |
Exporting subscriptions as CSV
Export your active and historical subscription data for reporting and accounting.Apply filters (optional)
Filter by status (active, paused, cancelled, or expired) or by date range to refine your export.
Subscription export columns
| Column | Description |
|---|---|
| Subscription ID | Unique system identifier |
| Customer | Contact name |
| Start Date | When the subscription began |
| End Date | When the subscription ended (blank if still active) |
| Trial Period | Trial length in days (if applicable) |
| Status | Active, paused, cancelled, or expired |
| Payment Method | Card type and last four digits |
| Subtotal | Recurring charge before discounts and taxes |
| Discount | Discount applied (flat or percentage) |
| Tax | Tax amount per billing cycle |
| Coupon Code | Coupon applied at subscription signup |
| Line Items | Products included in the subscription |
Frequently asked questions
Can I import subscriptions?
Can I import subscriptions?
No. Subscriptions cannot be imported via CSV. They must be created manually through Payments → Subscriptions or through an order form connected to a subscription product. If you are migrating from another platform, customers will need to re-enter their payment details on a new subscription signup flow.
What file format is required for CSV imports?
What file format is required for CSV imports?
All CSV imports require a UTF-8 encoded
.csv file. Download the provided template for each import type to ensure the column headers and formatting are correct. Incorrect encoding or extra columns outside the template can cause import failures.Can I update existing products via CSV import?
Can I update existing products via CSV import?
Not currently. CSV imports create new products rather than updating existing ones. To modify an existing product, open it in Payments → Products and edit it directly. For bulk edits, use the bulk edit option available in the product list.
Is there a row limit on CSV imports?
Is there a row limit on CSV imports?
There is no hard row limit enforced for CSV imports. Very large files may take longer to process and the import may run in the background. For best results, split exceptionally large files (tens of thousands of rows) into smaller batches.
Can I export a single invoice as PDF?
Can I export a single invoice as PDF?
Yes. From Payments → Invoices, find the invoice you want and click the three-dot menu on that row. Select Download to save the invoice as a PDF file. This is separate from the CSV export and generates a formatted invoice document.
Does exporting transactions include refunded amounts?
Does exporting transactions include refunded amounts?
Yes. The transaction export includes a Refund Status column and a Status column. Refunded transactions appear in the export with refund details included so your accounting records reflect the net amount accurately.
Can I schedule recurring exports?
Can I schedule recurring exports?
Not currently. All CSV exports are manual and on-demand. For automated reporting, use the Reporting section within the platform or set up a Zapier or Make integration to pull transaction data on a schedule and push it to a spreadsheet or data warehouse.
What happens if imported transactions reference contacts that don't exist yet?
What happens if imported transactions reference contacts that don't exist yet?
The platform will attempt to match the customer email in your CSV to an existing contact. If no matching contact is found, a new contact record will be created using the name and email from the CSV row.
Can I re-import a CSV if the first attempt had errors?
Can I re-import a CSV if the first attempt had errors?
Yes. Fix the errors in your CSV and re-upload the file. Only re-upload the rows that failed — successfully imported rows will be duplicated if included again. Use the error report from the failed import to identify exactly which rows need correction.