Prepare the file
Use the product template rather than inventing column names. Required columns are name, vendor, and renewal_date. Department and location names are matched to your lists, or created if they do not exist.
- Confirm the organization is on Standard or Business. CSV import is not included on Free.
- Open Intake · Queue and download the CSV template or sample first.
- Keep the required columns: name, vendor, renewal_date.
- Add optional columns as needed: type, description, account number, owner email, department, location, tags, status, start / cancellation / end dates, auto_renew, cost, currency, billing and renewal frequency, notes, one-time fee, setup fee, and is_confidential.
- Use owner email addresses that already exist in the organization when you want records assigned on import.
Stage, correct, then approve
Invalid rows are staged for correction, not dropped silently. Duplicate review is advisory. You must keep or skip a match. Renewal Vista does not merge renewals because two vendor names look similar.
- Upload the file from Intake · Queue.
- Fix validation errors in the staged rows. A file with unresolved errors is not applied as a partial import.
- Review possible vendor matches so Microsoft and a near-duplicate spelling are not created twice unless they are truly different companies.
- Review possible renewal matches using vendor plus account/reference, or vendor plus name plus renewal date — not vendor name alone.
- Approve the batch only after the rows are correct. That is the step that creates production renewals.