Easily add new items to your Sortly inventory by uploading a CSV or Excel file using our Advanced Import template. Importing your inventory in bulk from Excel, Numbers, Google Sheets, or another spreadsheet can save you valuable time and effort.
⚠️ Before importing, you must create any custom fields and custom units of measure in your Sortly account. Folders can be created before importing, or added during the import process.
Use the Advanced Import template to add items across multiple folders, import items with variants, and create folders.
1Go to Bulk Import
In your Sortly workspace, go to Settings > Bulk Import.
Select Advanced Import.
2Click Download
3Select your template
Choose Basic or Expert (see table below).
Template
What it is
When to use it
Basic
The starter template for setting up inventory across multiple folders.
You’re a new user setting up your inventory for the first time and importing new items into multiple folders.
Expert
A template for importing new data, including folders and items. You’ll then choose Standard Items or Standard Items + Variants.
You already use Sortly and want to import new folders, add new items into existing folders, or import items with variants.
4Select your item type (Expert only)
If you choose Expert, select your item type:
Standard Items
Example: a lamp in a single size or color
Standard Items + Variants
Example: a shirt in different sizes and colors
5Download the Import Template
Download the template that matches your selection.
⚠️ Once you have the template, do not change the order of columns or rename any headers. Just fill in your information under the existing columns.
6Prepare Your Data
Enter your data in the ADD NEW INVENTORY tab.
Use the SAMPLE tab as a guide.
✅ Pre-create custom fields in your Sortly account before downloading the template. Otherwise, they won’t appear.
Do not rename or add columns.
Refer to the HELP tab in your template for formatting rules.
Helpful Tips from the HELP tab:
Field
Formatting rule
Entry Name & Entry Type
Both are required. Entry Type must be “Item” or “Folder”.
Quantity, Min Level, Price
Numbers only. Decimals are allowed on Advanced, Ultra, Premium, and Enterprise plans with units of measure.
Units of measure
Supported units: lbs, kg, g, oz, yd, ft, in, m, cm, gal, l, ml, sq ft, sq in, cu ft, cu in.
Dates
Must be formatted as MM/DD/YY.
Tags
Separate multiple tags with commas.
Folders
Leave blank to place items at the main level.
Photos
Use public URLs only (must be searchable via Google or similar).
Barcode/QR1
For Sortly-generated labels only.
Barcode/QR2
Must use an accepted value from the BARCODE TYPES tab (e.g., org.iso.Code128).
7Save Your File
Save as CSV (recommended) or XLSX.
To save as CSV:
Switch to the ADD NEW INVENTORY tab
File > Save As > CSV (Comma Separated Values) > Save Active Sheet
8Upload Your File
Return to Bulk Import and upload your completed template.
Error Messages
If you receive errors:
Download the error report to see which rows were affected.
Review the reasons for each error and fix them directly in your spreadsheet.
⚠️ Once corrected, remove any rows that have already been successfully imported. Otherwise, re-importing will duplicate those items.
Example messages:
Error message
What to do
“Barcode/QR-1 Type is not supported”
Use Barcode/QR-2 Type for third-party barcodes.
“Entry Name cannot be empty”
This field is required. Add a name and re-import.
“Folder does not exist”
The folder listed is not currently in your account. Add the folder, then re-import.
If you continue to have issues, please reach out to our Support Team and provide:
A copy of the spreadsheet you attempted to import
The error spreadsheet you downloaded
FAQs
Is there a quicker way to import my items?
Yes. Try our AI Bulk Import option. It works the same way our previous Quick Import did, and it includes a built-in AI interface to help guide you through adding items quickly.
Can I update my inventory through a bulk import?
Right now, bulk import can only add new items, not update existing ones. If you need to make updates in bulk, you can use the Sortly API (Enterprise only). Spreadsheet-based updates are on our roadmap.
Why did my items duplicate when I re-imported after a failure?
When you re-import, any rows that were successful the first time will import again unless you remove them. If only some rows fail, the others still go through. To avoid duplicates, delete the successfully imported items before re-uploading the failed ones.
Why don’t I see the Bulk Import option in Settings?
Bulk Import is only available to users with the required permissions. If you don’t see this option, your current role may not have access. Please contact your account owner to confirm your permissions.
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?
Your file may exceed your plan’s total item limit or per-import limit. Each row = 1 item, and folders also count toward the limit.