Adding workers to your team in Payable is a simple matter of providing a name and an email address in the Add Worker form. However, if you are just getting started with Payable and you have a large number of people to add, entering in all this data could be time-consuming, and potentially error-prone.
Payable provides a means to “bulk add” your team all at once using a CSV formatted file. A CSV file has a header row that defines the columns in the file, and the rest of the file is the data, in those columns. Depending on your situation, you may or may not use all of the columns we support.
Here is a sample file of the CSV with all the supported headers: Payable Import Workers Sample CSV.
The format of the CSV is straightforward. The column headings can appear in any order.
There are two ways to get names into the system: either split into first and last name, or a full name as one. We need at least one of the two options to be present.
If your worker is a Business you can use their business name to get them into the system.
Email addresses are used to invite the worker to your company in Payable. An email address can only be used for one team member.
Reference Ids are used to connect workers in Payable to those from an external system (yours!). There are a few situations where providing reference IDs is useful:
Addresses are used for tax forms and identity verification purposes.
This is the Worker’s Business Information declared on their W-9 and registered with the IRS.
Most spreadsheet applications give you the ability to export your data as a CSV file, so we recommend you prepare the data in your spreadsheet first, then export. The first row will be your header, so ensure that the name of each column is in line with the specification (above).
Once your data is looking right in the spreadsheet, you can export it. In Google Sheets, go to File > Download as… > Comma-separated values:
If you're using Microsoft Excel, go to File > Save As... Then, where it says "File Format" click to bring up the option of "Comma Separated Values (.csv)"
Once the file is saved and ready to go, go to the Team page in Payable. At the bottom of the page is the Import From CSV button (#1). Clicking this brings up the Team Import screen:
Click “Select CSV to Import” (#2), then select the CSV file you generated from the spreadsheet. That will kick off the import process. We’ll start by validating the import file:
After validating the import file you’ll be able to review the results:
If there are errors in your import file we’ll display them in a list:
By expanding each box you’ll be able to see what row number the error occurred on:
Go back to the spreadsheet and correct the file. After updating the data you can export your file and try importing it again.
Once everything goes well, you will see the following screen:
Select whether you want to invite the “Ready to Invite” users to Payable as part of this process, or you can invite them individually afterwards.
Make sure to enter a custom invite message so your workers know it’s you inviting them to join your company.
Once your worker joins they become users, and only these users can update their info.
When things don’t go well, we display a list of the errors on the screen. We’ll tell you why it failed and what row number the error occurred on. Some of the typical errors are:
If you have any further questions about the information in the Workers import, feel free to reach out to firstname.lastname@example.org.
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