> ## Documentation Index
> Fetch the complete documentation index at: https://breederbuddy.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Importing, Exporting & Deleting Data

> Fix CSV import errors for dogs, contacts, and expenses: required columns, wrong headers, date formats, duplicate dogs or contacts, and files that won't upload. Also how to export your data, archive a dog instead of deleting it, and delete records or your account.

# Importing, Exporting & Deleting Data

Spreadsheet imports are the fastest way to bring your records into BreederBuddy, and a few small things can trip them up. This page explains the error messages, how to avoid duplicates, what you can download, and how to safely remove records. For the full how-to, see [Importing & Exporting Your Data](https://breederbuddy.com/docs/getting-started/importing-your-data.md).

**Easiest option:** don't want to fiddle with columns? Drop your file on Buddy instead. Buddy reads spreadsheets in your own format and shows you everything before saving. See [Buddy Intake](https://breederbuddy.com/docs/features/buddy/buddy-intake.md). Or send us your file in the chat and we'll import it for you.

***

## My CSV Won't Upload

**"Only CSV files are allowed"**: the file is an Excel file (.xlsx) or another format. In Excel, choose **File → Save As** (or **Export**) and pick **CSV**. In Google Sheets, choose **File → Download → Comma-separated values (.csv)**. Then upload the new file.

**"File too large. Maximum size is 5MB."**: split the spreadsheet into two or more smaller files and import them one at a time.

**"Too many import attempts, try again later"**: you can run up to 3 imports every 15 minutes. Wait 15 minutes, then try again.

**"File is empty or corrupted"**: open the file to make sure it has a header row and at least one row of data, then save it as CSV again.

***

## My Rows Came Back With Errors

After an import, the **Import Results** screen shows how many rows were imported and lists each row that has a warning or an error, with its row number. Rows with **errors** were not imported. Rows with **warnings** were imported, but something was skipped or guessed.

The safest fix: download a fresh template, copy your data under its headers, and only re-import the rows that failed.

### Headers Must Match the Template Exactly

Column names are case-sensitive. `First Name` works, but `first name` or `FirstName` doesn't. The easiest way to get them right is to click **Download Template** in the import window and paste your data under those headers.

### Dog Import Errors

Go to [**Dogs**](https://app.breederbuddy.com/animals), click the cloud icon next to **Add Dog** (**Import/Export Dogs**), then **Import from CSV**.

| Message | Fix |
| - | - |
| "Missing required fields (Name or Type)" | Every row needs a **Name** and a **Type**. |
| "Invalid type ..." | **Type** must be exactly one of: Puppy, Active Breeding Dog, Retired, Pet / Other, or Deceased. Spelling and capital letters matter. (Cat accounts use Kitten and Active Breeding Cat.) |
| "Invalid DOB format" | Write dates as YYYY-MM-DD, like 2024-03-15. |
| "Sire ... not found" / "Dam ... not found" (warning) | The parent's name doesn't match a dog already in your account. Import the parents first, or check the spelling. The puppy is still imported, just without that parent link. |
| "Unrecognized Is\_Male value" (warning) | Use `true` for male and `false` for female. Anything else is saved as female. |
| "Invalid Sale\_Price" (warning) | Use numbers only, like 2500. No \$ sign. |
| "Invalid Market\_Status" (warning) | Use Available, Reserved, Retained, or Sold. |

### Contact Import Errors

Go to [**Contacts**](https://app.breederbuddy.com/contacts), click the cloud icon (**Import/Export Contacts**), then **Import Contacts**.

| Message | Fix |
| - | - |
| "Missing required fields (Email or First Name)" | Every row needs a **First Name** and an **Email**. |
| "Invalid email format" | Fix the email address on that row (look for missing @ or extra spaces). |

### Expense Import Errors

Go to [**Expenses**](https://app.breederbuddy.com/expenses), click the cloud icon (**Import/Export Expenses**), then **Import Expenses**.

| Message | Fix |
| - | - |
| "Paid date is required." | Fill in **Paid Date** on that row. |
| "Each line item requires a title and positive amount." | Fill in **Line Item Title**, and make **Line Item Amount** a number above zero. |

Rows that share the same **Expense Ref** are combined into one expense with several line items.

***

## I Got Duplicates

**Contacts:** the contact import skips anyone whose email is already in your contacts. They show as **Skipped** on the results screen, so re-uploading the same list is safe.

**Dogs:** the dog CSV import does **not** check for dogs you already have. Importing the same file twice creates every dog twice. To clean up:

1. Open the extra dog's profile.
2. Click the three-dot menu at the top right and choose **Delete**.
3. Repeat for each duplicate.

Got a lot of duplicates? Message us in the chat and we'll help clean them up.

**Tip:** test with 2 or 3 rows first. Once those look right, import the rest. CSV imports don't have an undo button. (Buddy imports do: open the import and click **Undo this import**.)

***

## Exporting Your Data

| What | How |
| - | - |
| **Contacts** | On **Contacts**, click the cloud icon → **Export Contacts** → **Export Contacts CSV**. Includes names and emails. Archived contacts are left out. |
| **Expenses** | On **Expenses**, click the cloud icon → **Export Expenses** → **Export Expenses CSV**. |
| **Waitlists** | Open a waitlist and click **Export CSV** or **Download PDF**. |
| **Invoices** | Open an invoice and click **Print / Export** for a PDF. |
| **Email history** | **Communications → Activity → Export**. |
| **Dogs** | Dog export is **coming soon**. Need a copy now? Ask us in the chat. |

***

## Archiving vs. Deleting

**Archive** whenever you can. Archiving hides a record from your main lists but keeps all of its history.

**To archive a dog:**

1. Open the dog's profile.
2. Click **Edit Details**.
3. Check **Archive from main workflow**.
4. Click **Save**. The dog moves to the **Archived, Retired & Deceased** section at the bottom of your Dogs list.

To bring the dog back, uncheck the same box.

**To delete a dog for good:** open the profile, click the three-dot menu at the top right, and choose **Delete**. You'll see "Deleted \[name]." This can't be undone.

**To archive a contact:** open the contact, click **Edit Details**, and change **Contact Type** to **Archived**. See [Contacts](https://breederbuddy.com/docs/features/contacts-communication/contacts.md).

***

## Deleting Your Whole Account

1. Click your kennel name in the **top right**, then **Settings**.
2. Open **My Profile** ([direct link](https://app.breederbuddy.com/settings?tab=my%20profile)).
3. Scroll to **Delete account** and click **Delete my account**.
4. Type **DELETE** and click **Permanently delete**.

For the account owner, this cancels your subscription, takes your website offline, and removes every login. Your records are locked. If you also want them permanently erased, email [support@breederbuddy.com](mailto:support@breederbuddy.com).

**Just want to stop paying?** Cancel under **Settings → Subscription** instead. Your data stays safe and you can come back anytime. See [Subscription & Billing](https://breederbuddy.com/docs/features/account-team/subscription-billing.md).

***

## Common Questions

> **Can I import litters, health records, or pedigrees?**
>
> The dog CSV creates litters for you when you fill in **Litter\_Name**, **Sire\_Name**, and **Dam\_Name**. For health records, pedigrees, DNA reports, and other documents, drop the files on Buddy. See [Buddy Intake](https://breederbuddy.com/docs/features/buddy/buddy-intake.md).

> **I'm moving from another program. Do I have to redo everything?**
>
> No. Send your export file to us in the chat and we'll migrate it for you. You don't need to reformat it first.

> **Can I undo a CSV import?**
>
> There's no undo button for CSV imports. Delete the extra records by hand, or message us in the chat and we'll help. Buddy imports can be undone with **Undo this import**.

> **Why are some of my dogs missing their parents?**
>
> The parent names in **Sire\_Name** and **Dam\_Name** have to match a dog already in BreederBuddy. Check the warnings on the results screen, then link the parents on each dog's profile, or import the parents first next time.

***

## Still Have Questions?

We're here to help. If something isn't working the way you expect, or you'd like to have a discussion around a certain topic, please reach out to us anytime through the chat in the bottom right corner of your screen.

Thank you.


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.