How to bulk import expiries from a spreadsheet
Import many expiries at once from a CSV or Excel file, with column mapping and validation before anything is saved.
What is it
Bulk Import takes a spreadsheet you already have (CSV/Excel, with columns like name/date/type) and converts each row into an expiry, after you review and fix any issues in an editable preview table. It's a structured, all-or-nothing batch operation.
Why / when to use it
Steps- Use Bulk Import when your data is already organized in a spreadsheet - e.g. migrating from an old system, or a list a colleague maintained in Excel. It's the fastest, most predictable way to load structured data you already have.
- Use AI Smart Upload instead when your source is unstructured - PDFs, scanned certificates, photos of documents - where an AI needs to extract the fields first, or when your spreadsheet has messy/inconsistent columns that need interpretation rather than direct mapping.
- Both end in the same place (new expiry records with your review before saving) - the difference is purely about the shape of your starting data: already-tabular vs. needs-extraction.
- From the sidebar, go to Bulk Import.
- Optionally pick a custom template if you want your custom fields included, then click Download CSV template to get a starter file with the right columns (a sample row shows what to fill in - delete or replace it).
- Fill in your data. Required columns are name, expiry_date (YYYY-MM-DD), and type. Optional columns include start_date, priority, notes, url, value, currency, penalty_amount, and notification_email.
- Drag your completed CSV/XLS/XLSX file (up to 5 MB) into the upload zone. If your file has multiple Excel sheets, choose which one (or combine all) to import.
- Review the editable preview table - dates in the wrong format are flagged with a Fix All Dates button; any validation errors are listed and must be fixed before importing (it's all-or-nothing: if any row has an error, nothing is imported).
- If any notification emails aren't in your contacts yet, you'll be prompted to add names and create those contacts.
- Click Import X records to finish. You'll see a summary of how many were created.