Easily add new items to your Sortly inventory by uploading a CSV or Excel file using either our basic or advanced import templates. Importing your inventory in bulk from Excel, Numbers, Google Sheets, or another spreadsheet can save you valuable time and effort.

• Quick Import - Import your inventory from a .csv or .xlsx file in a snap and start managing your items in 1 minute.

  Good for:

  • Quickly adding items to a single folder
  • Using an existing .csv or .xlsx file
• Advanced Import - Use Sortly's import template to add all items across multiple folders.

  Good for:

  • Importing items with multiple variants
  • Importing items into multiple folders
  • Importing folders
• Sortly Import Templates
• Error Messages
• Video Walkthrough
• FAQ

Quick Import

1. 1. Access Quick Import

      In your Sortly workspace, go to Settings and click on Bulk Import.

   2. Select “Quick Import”

      From the available options, choose Quick Import.

   3. Upload Your File

      Upload your file directly to Sortly.

      Note: You do not need to use Sortly’s pre-formatted template for Quick Import.

      Ensure your file includes at least the Item Name and Quantity fields—these are required for import.

   4. Click “Continue”

      Proceed to the next step to map your data.

   5. Map Your Data

      Match the columns in your file to Sortly’s default fields and any custom fields you’ve previously created.

   6. Review and Resolve Errors (if any)

      If Sortly detects any issues:

      1. You can manually correct the errors before proceeding, or

      2. Click “Skip Errors and Import” to continue importing only the valid records.

         For help resolving issues, refer to the Error Messages for Template Import section.

   7. Import Your Data

      Click “Import” (or “Skip Errors and Import”) to begin the import.

Confirm Completion

When the import finishes, you’ll see a confirmation screen.

You can either go to your Items page to view the imported data or download a report of the imported items.

Advanced Import

1. Go to Bulk Import

   In your Sortly workspace, navigate to Settings and select Bulk Import.

2. Choose Advanced Import

   Click on the Advanced Import option to proceed.

3. Download the Import Template

   Select and download the Sortly import template—choose between the Basic or Expert version depending on your needs.

4. Prepare Your Data

   Enter your data into the downloaded template. Keep these key tips in mind:

   • Pre-create Fields: Ensure all item fields (including custom fields) are created in Sortly before downloading the template.

   • Use Reference Tabs: Consult the SAMPLE and HELP tabs in the template for detailed guidance on formatting and valid data values.

   • Do Not Modify Columns: Avoid changing column names or adding new columns to the template.

   • Add Custom Fields First: If custom fields are needed, add them in Sortly first, then re-download the template to reflect the updates.

5. Save Your File

   Save the completed template in either CSV or XLSX format.

6. Upload Your File to Sortly

   Return to the Bulk Import page and upload your saved file to import the data into Sortly.

Sortly Import Templates

Before downloading the Sortly Templates, ensure that you have your Custom Fields added to your account. This will allow the template to include these fields so you can import them with ease.

Sample import templates are at the bottom of this article. 

Error Messages

If you receive error messages, first download the report. This will show you the rows that were not imported and the associated error message.

In the example above:

• Rows 2 & 3- Barcode/QR-1 Type is not supported. See HELP tab in XLSX template.
  • The Barcode/QR-1 Type column is for Sortly-generated codes. Because this user is importing 3rd party codes, they will need to use Barcode/QR-2 Type column.
• Rows 4 & 5 - Entry Name column cannot be empty. Please add a name for the entry and re-import. Please fix and re-import.
  • The Entry Name field is required. In this instance, the field was blank.

Video Walkthrough

A video tutorial is available for using the Sortly template to import items. Further instructions on using the Quick Import feature are provided in the video below.

FAQ

Can I update my inventory through a bulk import?

Currently, you can't update existing items through a spreadsheet, but you can update them using Sortly's API (exclusive to Enterprise plans). We are actively working on adding this functionality. You can check the status of this feature request and stay updated on its progress here.

Why did my items duplicate when I re-imported?

If you receive errors on some items, others may have been imported successfully. Delete the uploaded items before re-uploading to avoid duplicates.

What do the error messages mean?

Please refer to the HELP tab on the Sortly import template for more information. 

Why am I getting an Upload Failure?

If your spreadsheet contains more items/folders than your plan allows, you won't be able to import it. In this instance, you'll be prompted to upgrade your plan, or you can remove items/folders so you don't exceed the limit.

Example - You are on the Advanced plan with a 2,000 entry limit. 

• You currently have 1,000 entries in your inventory.
• You try to import 1,500 entries and get the Upload Failure message.
• This is because you will exceed the entry limit and will have a total of 2,500 entries if you import these items.