Import Costs
costs/import-costs.md

Import Costs

Upload actual per-order shipping costs from your 3PL via CSV.

What Are Cost Imports

Cost imports let you upload a CSV with actual per-order shipping costs from your 3PL. This is useful when your 3PL isn’t directly integrated (only ShipHero has a native integration) or when you need to backfill historical shipping data.

You’ll find the import page at Costs → Import Costs.

How It Works with Variable Costs

The most common setup combines estimated variable costs with imported actuals:

  1. Create a variable cost with an estimated shipping rate (e.g., a per-order flat fee or a by-weight rate).
  2. Enable “Skip when there’s an imported shipping cost” on that variable cost.
  3. Import actual costs via CSV once your 3PL invoice arrives.

For orders with imported costs, the variable cost estimate is automatically skipped. For recent orders that haven’t been invoiced yet, the estimate still applies. This gives you real-time estimates until the real numbers come in.

Imported costs are attributed to the order’s creation date (not the import date), so your P&L stays accurate regardless of when you import.

CSV Format

The import expects three columns. Header matching is flexible — it handles variations in casing, spaces, underscores, and hyphens.

Order Identifier (required — one of)

Accepted headers
order_number, ordernumber, order#, ordernum
orderid, id

Order numbers are matched with or without a leading # — importing “99999” will match order “#99999.”

Shipping Cost (required)

Accepted headers
shipping_cost, shippingcost, shippingcosts, cost, shipcost

Currency (required)

Accepted headers
currency, shippingcostcurrency, costcurrency, curr

Use standard 3-letter currency codes (e.g., USD, EUR, GBP). If the imported currency differs from your store currency, Kleio converts it automatically using exchange rates.

Limits

  • Maximum file size: 5 MB
  • Maximum rows per import: 10,000

After import, Kleio reports how many orders were matched and lists up to 10 unmatched order identifiers so you can investigate.

Managing Imported Costs

The import page shows all imported costs in a searchable, sortable table. You can:

  • Edit individual costs inline by double-clicking the cost or currency value.
  • Bulk delete selected rows.
  • Delete by batch — each import is tracked as a batch in the import history, so you can undo an entire import at once.