Import vendor information

To save time and reduce data entry, you can import information about your vendors into OnBalance from a spreadsheet file.

Spreadsheet overview

You can upload the following file types.

  • CSV
  • XLSX - OnBalance does not import spreadsheets saved as XLS files.

At a minimum, your spreadsheet should include a column for Type (to note whether the vendor is a business or an individual) and Name (either the company name or the name of an individual at the company with whom you do business).

You can download a sample spreadsheet to see examples of column headings and sample information to help you prepare your spreadsheet.

Note: You will find the spreadsheet in your computer's Downloads folder.

Import vendors

Note: As you import vendor information, click the Back link in the lower left corner to go back to a previous screen to see or change information.

  1. In the Vendors screen, click Manage > Import Vendors.
  2. To upload a file, drag the file to the Upload File area, or click Browse For File and navigate to the file location.
  3. If uploading information from an XLSX file type, select the sheet to import from the Sheet to Import field.
  4. Mark the Include headers checkbox if your file has column headings you want to use when mapping columns.

    Note: If you do not mark this checkbox when mapping columns, the columns will be labeled Column A, Column B, and so on, and imported vendor information will begin with the first row in the spreadsheet.

  5. Click Next.
  6. Select and map which columns of your spreadsheet to import. In the Column Mapping section, select a column for each field.

    You can map the following columns from the spreadsheet you are importing.

    • Type - This is a required field and will be either a business or an individual.
    • Business Name
    • Individual Name
    • Email
    • Phone Number
  7. Click Next.
  8. Review the information one last time before you click Import.


    • You can edit the Business Name, Individual Name, Email, and Phone Number columns.
    • If you do not map the type or the Type column in your spreadsheet is blank for a vendor, the type defaults to Business. You can change the type in the Vendors screen after the import is complete, but you cannot change the type in the Review screen.
    • If you do not include a name (either the name of an individual with whom you normally do business or the business name) in your spreadsheet, you can enter that information on the Review screen.
    • Mark the Omit Row checkbox for any vendor information you do not want to import.
  9. Click Import. Your transactions will appear in the Vendors screen.

The availability of some or all of these features depends on your OnBalance bundle.

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