wehub-resource-sync
2.3 KiB
2.3 KiB
CSV Upload Schema
When the owner doesn't have QuickBooks or PayPal connected, they can upload exported CSV files. This document specifies what columns to expect and how to handle variations.
Revenue CSV (transactions export)
Expected columns (order doesn't matter; headers are case-insensitive):
| Column | Required | Description |
|---|---|---|
date |
Yes | Transaction date (any standard format: YYYY-MM-DD, MM/DD/YYYY, etc.) |
item or product or service or description |
Yes | What was sold |
amount or revenue or total |
Yes | Transaction amount (USD) |
quantity or qty |
No | Units sold — if missing, assume 1 per transaction |
Exports that typically match this format:
- PayPal: Activity → Download (CSV) — use "Transaction ID, Date, Name, Type, Status, Currency, Amount"
- Square: Reports → Transactions → Export
- Shopify: Orders → Export
If the export has more columns, ignore the extras. If a required column is missing, ask the owner which column maps to it.
Cost CSV (expense or COGS export)
Expected columns:
| Column | Required | Description |
|---|---|---|
date |
No | Expense date (useful for trend analysis) |
item or product or service or category |
Yes | What the cost relates to |
amount or cost or expense |
Yes | Cost amount (USD) |
type |
No | COGS vs. operating expense — if absent, ask the owner |
Exports that typically match this format:
- QuickBooks: Reports → Profit & Loss Detail → Export
- Brex: Transactions → Export → Filter by expense category
Handling messy CSVs
Real-world exports are messy. Common issues:
- Extra header rows: Skip rows until you find one that looks like column names
- Currency symbols: Strip
$,,from numeric fields before parsing - Negative refunds: Include them — they reduce net revenue
- Mixed currencies: Flag it and ask which currency to use; default to USD if unclear
- "Gross" vs "Net" amounts: Prefer net (after fees) for revenue; ask if unclear
After loading
Confirm the data shape with the owner before proceeding:
- "I loaded X transactions from [date] to [date] across Y products. Does that look right?"
- If the date range or product count looks off, ask them to double-check the export filters.