Simplify your expense management process by importing expenses in bulk using Productive's CSV importer.
Whether you're tracking project costs or managing team expenses, CSV import provides a convenient solution.
How to Import Expenses
To get started, download and fill out the "Users" CSV template with your data:
Navigate to Settings > Data import.
Select "Download .csv templates" and download the "Expenses" CSV template.
The file you download will contain several columns:
Name | The description of the expense. |
Project | Enter the project's exact name. |
Budget | Specify the exact budget name. |
Service | Input the service name. |
Date | Enter the expense entry/occurrence date in the format: YYYY-MM-DD (or YYYY-M-D). |
Amount | Enter the total expense amount. |
Billable Amount | If the expense is billable, enter the billable amount. This can be greater or smaller than the actual amount. |
Currency | Enter the currency information using international currency codes (e.g., USD, EUR, CAD, NZD, and AUD). |
Payment Date | If the expense is billable and you already received the payment for the expense, optionally add the date you received the payment. |
Uploading the Template and Fixing Errors
After completing the template, upload it:
1. Drag and drop the filled template into the upload box or manually upload it.
2. Productive will automatically check for errors. Any identified errors will be marked with a warning symbol (⚠️), which you can hover over to pinpoint specific problem areas.
3. You can edit data directly within the import popup to fix errors without saving and re-uploading the CSV file.
After making edits, select "Check for errors" to ensure a smooth import process.
Completing the Import
Once all errors have been resolved, proceed with the import by clicking "Proceed to import" and then "Import" on the subsequent screen.
After successful upload, review the imported data directly in the budget (Expenses tab), in the Financials tab under Expenses, or any of the Expense reports.
Useful tips
Do not delete or remove any columns from the CSV file template. If certain fields are not applicable, simply leave those columns empty without deleting them. Maintaining the integrity of the template structure ensures smooth data import processes!
If you enabled expense approvals in the budget, the dedicated expense approver (budget owner) will be notified after the import (in-app and/or via email, depending on their notification settings).
Ensure that the date format in the CSV file is YYYY-MM-DD (or YYYY-M-D) to avoid parsing errors during the import.
Take advantage of the inline editing feature to fix any errors in the imported file efficiently.
