Exporting & Retailer Sheets

Pubblish gives you several ways to take your catalog data out of the app. You can download your whole catalog as a spreadsheet, or produce a ready-to-paste field sheet for Amazon KDP. You can also export ONIX for retailers. This guide covers each one and where to find it.

Export your whole catalog

Use this to get every title and edition out as one Excel file.

  1. Open Tools from the sidebar.
  2. Click the Export card.
  3. On the Export page, click Download catalog.xlsx.

The file downloads as pubblish_catalog_<date>.xlsx. Any workspace member can export.

The spreadsheet columns match the import template exactly. You can edit the file offline and re-import it to make bulk updates. See Importing Your Catalog for the re-import steps.

The export includes:

  • Title and edition metadata — ISBN, ASIN, language, audience, age range, AI disclosure, and keywords
  • Descriptions — one short and one long description per title
  • BISAC subject codes — up to 5 per title
  • Contributors — every contributor on the title, with pen name and role
  • Series memberships — every series the title belongs to
  • Copyrights — every copyright line, with year and holder

The repeated columns grow with your data. The sheet always has room for 8 contributors, 3 series and 3 copyrights, and adds more columns when a title needs them. An anthology with twenty contributors exports all twenty.

Some fields are not yet in the export file:

  • Thema subjects
  • Extra descriptions
  • Edition languages beyond the original language
  • Identifiers other than ISBN and ASIN
  • Asset files such as covers

The Export page lists these under What is not yet included.

On re-import, editions are matched by ISBN. Keep the ISBN column to update existing editions. Remove the ISBN to create new ones.

Export a KDP field sheet for one edition

The KDP sheet lists every field Amazon KDP asks for during title setup. Each field is pre-filled with your data, so you can copy it straight into KDP.

  1. Open the title and go to the Editions tab.
  2. In the edition’s row, click the store icon (its tooltip reads Amazon KDP entry sheet).

The sheet is read-only. It has two sections:

  • Details — the fields that are the same for paperback, hardcover, and Kindle, such as title, contributors, description, categories, and keywords
  • Content (Paperback) — the paperback-specific fields, such as ISBN, trim size, page count, and weight. Skip it for a Kindle listing

Each row shows the field name, your value, and a Status. Empty or over-limit fields are flagged so you can fix them before you paste. Rows with a value have a Copy button; empty fields show a dash instead. The Copy All Fields button at the top copies each value to your clipboard in sequence.

Pricing is not on the sheet. KDP sets prices per marketplace, so you enter those in KDP directly.

Any workspace member can open a KDP sheet.

Export ONIX for retailers

ONIX is the industry-standard XML format that retailers and distributors use to receive book metadata. Pubblish can export ONIX 3.0 for a single edition, or for your whole catalog as one file.

ONIX export is a paid add-on. It is not part of any plan by default. The export option only appears once the add-on is active on your workspace. When it is active, a file-code icon (tooltip Export ONIX) appears in the edition’s row on the Editions tab.

On the Export ONIX page:

  • If required data is missing, the page shows Cannot export: required data missing and lists what to fix. You can still export with the Download Anyway button — this skips validation, so the downloaded file has those required fields left empty.
  • If only recommended data is missing, the page shows Recommended data missing, but you can still click Download ONIX. Recommended-only warnings do not block the normal download.
  • If everything required and recommended is present, click Download ONIX to download the XML file.

To send every edition at once instead, click Export every edition as one catalog file near the top of the same page. That page has no sidebar entry of its own — this link is the way in.

If an edition will not export and the reason is not obvious, click Help in the page header, then Ask. The assistant can look at that edition and list what is still missing. To ask about buying the add-on itself, see Support.

Download your workspace data

This is for data portability, not retailer sheets. It takes a copy of everything in the workspace: titles, editions, contributors, people, tasks, sales figures and settings. Only administrators and the owner can use it. It works in every subscription state, including after you cancel.

  1. Open Settings and click Download your data in the title bar.
  2. To include your uploaded files as well, tick Include uploaded files (covers, manuscripts, documents, audio and video).
  3. Click Request a backup.

The backup is built in the background, not while you wait. Pubblish emails you when it is ready. Allow up to 24 hours for data only, and longer if you include files.

When it is ready, the Your backups table on the same page shows it with a Download button. A data-only backup is one gzipped JSON file. A backup with files comes as several parts — the data file, one zip per group of uploaded files, and a row headed Manifest (what’s in each part) — each with its own Download button.

You get one backup at a time. Requesting a new one replaces the last. Each backup is kept for 30 days unless a new one replaces it first.

See Settings & account.