Import paid records from Excel

Watch the steps

1. 1Transactions
2. 2Import Records
3. 3File Format Guide
4. 4Download sample CSV
5. 5Select File
6. 6Next: Preview & Map Columns

Import paid records from Excel (0:21)

You can add sales you took outside BCL, for example by bank transfer or at a booth, to a payment form from an Excel or CSV file. Each row becomes one paid record on that form. Event forms have their own import for participants and tickets.

What you can import

Two things can be imported from a file:

Import	Where	Creates
Import Records	On a payment form, under Payments → Forms	One paid record on that form for each row
Import Participants	Events → Participants, under More Actions	Paid tickets for an event, grouped by buyer

Lead form submissions, customers, products and transactions of other forms cannot be imported. Import JSON on lead forms, events and automations copies a form’s or automation’s settings between accounts, not records.

Import records into a payment form

Prepare a file in .xlsx, .xls or .csv format, up to 10 MB, with one row per record. Then:

1. Go to Payments → Forms, click Edit on the form, then click Transactions at the top of the page.

2. Click Import Records.

   

3. Open File Format Guide to see the columns this form accepts, and click Download sample CSV for a file to start from.

   

4. Under Select File, choose your file and click Next: Preview & Map Columns.

5. On Preview & Map, match each column in your file to a BCL field, or choose Skip this column. BCL guesses the usual ones for you. Click Next: Confirm Import.

   

6. On Confirm & Import, check the Import Summary, choose the options (see below) and click Start Import, then Confirm & Import. The import runs in the background, and BCL tells you when it is complete.

   

Each imported row shows in Transactions as Successful, with Manual Payment as the payment channel.

The columns depend on the form:

Column	Required	Notes
name	Yes	The buyer’s name.
email	Yes	Creates the customer and gives them access.
phone	No	Format the column as text to keep a leading +.
amount	Only on a form where the customer types the amount	Otherwise optional: it replaces the form’s price for that row, and 0 makes the record free.
product_id, variation_option_id, quantity	On forms with several items or variations	The File Format Guide of the form lists the IDs to use.

One row is one record: a buyer who took two products needs two rows. Extra columns are ignored.

Choose what the import sends

On the last step you decide what happens for each imported row. Only the first option is on at the start:

Option	What it does
Skip emails that already have a record here	Stops the same list being imported twice. Untick it for repeat buyers.
Email everyone their payment confirmation	Sends the receipt email a buyer gets after paying.
Email your team about each new order	Sends the new order email to you and your team for each row.
Run webhooks and automations	Each row fires your webhooks and automations as a real payment would.
Create an e-invoice draft per record	Only works when e-invoicing is already set up.

With the options off, the records are added quietly: no emails, webhooks, automations or e-invoice drafts.

Caution

An import has no undo button. Try a file of two or three rows first, and check the records under Transactions before you import the full list. To remove imported records, tick them in Transactions and use Delete selected, which asks you to type DELETE.

Import event participants

For an event, go to Events → Participants, open More Actions and choose Import Participants. The steps are the same: upload a .xlsx, .xls or .csv file, match the columns and confirm. The Excel Format Guide on the page has a sample file.

Each row needs the event ID, the ticket ID, the buyer’s name, email and phone, and the quantity. Rows with the same buyer email for the same event become one order. Turn on Send ticket emails to participants after import if the participants should get their tickets by email.

Common issues

How do I import customers who already paid from Excel?

Open the payment form under Payments → Forms, click Import Records, upload your .xlsx, .xls or .csv file with at least a name and email column, match the columns and confirm. Each row becomes one paid record on that form.

See it in the steps

Will the imported customers get an email?

Only if you tick Email everyone their payment confirmation on the last step. It is off by default, so an import contacts nobody unless you choose to.

Can I import lead form submissions or my customer list?

No. Only payment form records and event participants can be imported from a file. The Import JSON buttons on lead forms, events and automations copy a form's settings, not records.

Related articles

• Export your transactions
• Find a transaction
• Payment form webhook payload
• View and manage event participants