[Beta] Bulk Import of Book Entries

This feature is available in beta. It works but is still evolving — your feedback is invaluable.

• Bulk-import book entries
• Configure your platform
• Prepare your file
• Run the import

Bulk-import book entries

There are two main use cases for this feature:

1. When setting up your accounting for the first time and wanting to import your accounting history from a previous tool;
2. When you use a separate software that generates its own entries and you want to bring them into Springly — for example, an HR tool that handles employee payroll.

To access the feature, click the Book Entry Import card from the book entry page.

The first time you click it, a page explains how the book entry import works. A template file is also automatically downloaded.

Configure your platform

Before starting your import, make sure your platform is configured with the data you'll be using:

Customize your chart of accounts (if needed)

• Any accounts you plan to use must be added to the chart of accounts beforehand.

Create any entities you want to link to your entries

• • Contact: go to your Community.
  • Third party: whether it's an account payable or account receivable, add them from the accounting settings page.
  • Fund: if you want to allocate entries to one or more funds, create them before running the import.
  • Organization: if your nonprofit has one or more sections and you want entries assigned to them, configure your platform accordingly.

Prepare your file

Properly preparing your file is key to a fast and smooth import.

A help page is available by clicking the orange banner at the top of the screen:

A set of rules applies to the file:

• Format: Excel or CSV. A FEC-to-CSV converter is also available.
• Columns: some columns are required, others are optional.
• Data: each column expects a specific format. Pay close attention!

We strongly recommend using the template file. It includes the correct columns, sample data, and your platform's existing data.

To link an entry to a contact, third party, fund, or organization, you will need to:

1. Create the entity (see the previous section)
2. Download the template file
3. Copy the associated identifier (ID)
4. Paste that identifier into the relevant column of your import file

⚠️ Beta bulk import limitations

Since this feature is still in beta and actively being improved, some advanced capabilities are not yet available.

Automatic matching not available

Bulk importing accounting entries does not currently support automatic matching between accruals and their payments. Unlike standard book entry, where you can check the "later payment" box to automatically link an accrual to a future payment, bulk import does not support this.

Practical implications:

• You will not be able to add a payment later using the "Add a payment" button on imported entries.
• You will need to import both your accruals AND your payments in the same file or via separate imports.

For example, when entries are linked to payments, the file must include 4 accounting lines: 2 lines for the accrual (e.g., account 6 vs. 4) and 2 lines for the payment (e.g., account 4 vs. 5).

• To perform your bank reconciliation, payment entries must exist in your accounting records.

Grouping entries

If you want to group entries for a single payment or a refund, make sure to use the same entry number for all accruals and payments that need to be linked together. Consistent numbering will make it easier to group entries later.

Maximum import file size

An import cannot exceed 10,000 lines. If your file exceeds this limit, split it into multiple files — just be careful not to split a single accounting record across multiple files.

Run the import

Once your file is ready, click the New Import button.

The import will begin and walks you through several steps.

Step 1: Add your file

Drag and drop or click to upload your file.

Step 2: File header

If your file includes a header row, select it.

Step 3: Map your columns

Next, map your columns. Good news: if you're using the template file, this is done automatically!

Step 4: Fix any errors

If your file has data issues, they will be displayed. Click on a red cell to see the error details at the bottom of the screen.

Step 5: Submit the data

Once all errors are fixed, click Submit. The entries are then sent for import.

Important: a second, more thorough data consistency check takes place at this point. Some errors may surface — if so, fix them the same way as in Step 4.

Step 6: Data imported

After a few seconds — or several minutes if your file is large — the import completes.

You can find it in the table showing your import history:

Your entries are then available in your accounting module — you can find them in your records or through the accounting search!