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SFTP Integration Guide for Inventory Uploads

Bookhead accepts inventory files via secure SFTP (SSH File Transfer Protocol) upload. Upload your CSV file, and we'll automatically process it and update your inventory within 15 minutes.

Two ways to upload​

  1. Automated uploads: Your bookstore system uploads files automatically
  2. Manual uploads: You upload files yourself using an FTP client

Both methods use the same secure server and file processing.

For Bookstore Software Vendors​

Connection details​

  • Host: files.bookhead.net
  • Port: 22 (SFTP)
  • Authentication: Username/Password (unique per store)
  • File Format: CSV (UTF-8 encoding)
  • File Size: Under 10MB

Integration process​

  1. Contact [email protected] with store details
  2. We provide unique SFTP credentials for each store
  3. Configure automated uploads to the store's directory
  4. Files process instantly (see file processing below)

Connection URI format​

For FTP clients and automated systems, use:

sftp://<username>@files.bookhead.net

Example: sftp://[email protected]

Command line example​

sftp [email protected]
[email protected]'s password: 
Connected to files.bookhead.net.
sftp> put inventory.csv
Uploading inventory.csv to /inventory.csv
inventory.csv

Need technical assistance? Email [email protected]

For Bookstores​

Getting started​

  1. Contact us at [email protected] to get your SFTP credentials
  2. Prepare your inventory as a CSV file (see format below)
  3. Upload your file using an SFTP client or ask your bookstore software provider to set up automatic uploads

Bookstore system integration status​

Bookhead works with any bookstore system that can export inventory via SFTP. We can typically add support for a new bookstore system within a few days of receiving sample data.

Want to be an early adopter? We're looking for bookstores to pilot integrations with their bookstore systems. Email [email protected] to discuss your setup.

Manual upload with SFTP clients​

If you manage your inventory in a spreadsheet, already sell on Biblio, or prefer to upload files yourself, you can use free SFTP software:

Setup example with FileZilla:

  1. Download FileZilla from filezilla-project.org
  2. Enter connection details:
    • Host: files.bookhead.net
    • Username: (provided by support)
    • Password: (provided by support)
    • Port: 22
    • Protocol: SFTP
  3. Connect and upload your CSV file

File Format​

Required fields:

isbn,quantity,price
9780141439518,2,15.99
9780061120084,1,12.50

Enhanced format (with a few optional fields):

isbn,quantity,price,book_condition,notes
9780141439518,2,15.99,very-good,"Minor shelf wear"
9780061120084,1,12.50,good,"Signed by author"

Field options:

  • book_condition: as-new, fine, very-good, good, fair, poor
  • jacket_condition: as-new, fine, very-good, good, fair, poor
  • first_edition: true/false
  • signed: true/false
  • advanced_reader_copy: true/false
  • sku: Your internal product code
  • ean: European Article Number (13 digits)
  • cost: Your cost price (for profit tracking)
  • notes: Any text description or condition details

Want more details? See our complete inventory data model documentation for all available fields and how Bookhead organizes book data.

Testing Your Upload​

Create a small test file:

isbn,quantity,price,notes
9780141439518,1,15.99,"Test upload"
  1. Upload via SFTP
  2. Check your Bookhead admin (see file processing below)
  3. Verify the book appears in your inventory

File processing​

  • File naming: Any filename works (inventory.csv, books_jan_2025.csv, etc.) - Bookhead processes any CSV file you upload
  • Format: CSV files with UTF-8 encoding
  • Processing time: 5-30 minutes upon very first upload (depending on inventory size), then a 1-5 minutes for subsequent uploads
  • Validation: ISBNs are checked and enhanced with bibliographic details about the book (like author, title, description, images, etc)
  • Errors: Invalid rows are skipped, valid ones are processed
  • Monitoring: Check your admin panel for import status

Troubleshooting​

Can't connect?

  • Verify host: files.bookhead.net
  • Check port: 22 (SFTP/SSH, not port 21 FTP)
  • Confirm your username and password

File not processing?

  • Wait 10 minutes for processing. Contact [email protected] with a link from the import process that seems broken.

Common file issues:

  • Use commas to separate fields
  • Remove currency symbols from prices ($15.99 → 15.99)
  • Ensure quantities are positive numbers
  • Save file as CSV with UTF-8 encoding

Support​

Email [email protected] for:

  • SFTP credentials setup
  • Bookstore system integration questions
  • File format assistance
  • Technical troubleshooting

Include in your message:

Response time: Within 24 hours during business days.