Create a Digital Product Passport from Excel

Who is this route for?

Many companies keep their product data in Excel or export it from an ERP system as CSV. This existing data is the fastest way into the Digital Product Passport: you do not have to set up a project, you simply bring a table into the platform. If you first want to clarify what the passport means legally, read the overview Digital Product Passport: obligation and timeline.

Step 1: Download the template

Download the free data template as an Excel or CSV file. It contains all columns of the schema and two sample rows. In the platform you find the same template under Products, "CSV/Excel import". The Excel version also has a "Notes" sheet that describes each column with its range, data type and whether it is required.

Step 2: Fill in the columns

The first four columns hold the master data:

• product_id stays empty for new products
• name is required for new products
• category is the category
• manufacturer_ref is your article number

After that comes one column per data field of the schema. You do not have to fill in all of them. Empty cells are skipped and change nothing, not even for existing products.

Step 3: Import with a dry run

Under Products, choose "CSV/Excel import", then the file and the schema. The platform checks the file immediately in a dry run without saving anything. You see the column mapping and, for each row, whether a product is created, updated or left unchanged. If a column heading differs, assign it to the matching field in the preview and check again.

Step 4: Read the error list

Faulty rows, for example text in a number field, appear with the row number and the reason. They are skipped during the import, while all other rows go through. Correct the errors in your table and start the dry run again until the list is empty. Only the "Import products" button saves everything in one step.

Step 5: Update existing products

To make changes, export your inventory, edit the file in Excel and upload it again. The import recognizes existing products first by product_id, otherwise by the article number, provided it is unique in your organization. If it finds no product, it creates a new one. Unchanged values do not create a new version.

Step 6: Review, publish, download the QR code

Imported values first sit in the review queue and count only after you approve them. Then you create the passport and publish it in the "Passports" tab. Only then is the public passport page reachable. You download the QR code as PNG or SVG to put it on the product or its packaging. For missing details that only your suppliers know, request them through a supplier link without login.

Limits and quotas

• At most 500 rows and 5 MB per file
• An import counts as one AI extraction of your plan, and new products count against the passport quota
• Every import is recorded in the audit with file, time and person

You find plans and quotas on the Pricing page. The trial lasts 30 days, and the Starter plan begins at €49 per month excluding VAT.

Common mistakes

• Text in number fields. Number fields such as the CO₂ value expect a number. The dry run shows this with the row number.
• Deviating column names. Assign the column in the preview instead of rebuilding the file.
• Duplicate article numbers. If they are not unique, the import does not use them for matching. Use the product_id from the export instead.