---
title: "Bulk import of field values for Administrators - Payhawk Help Center"
slug: "bulk-import-of-custom-field-values"
description: "Import custom field values into Payhawk in bulk: update dropdown options for categories, projects or departments using the Payhawk spend management platform."
updated: 2026-10-27T14:17:40Z
published: 2026-10-27T14:17:40Z
canonical: "payhawk.com/bulk-import-of-custom-field-values"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://payhawk.com/help/llms.txt
> Use this file to discover all available pages before exploring further.

# Bulk import of custom field values

This guide explains how to import and manage custom field values in bulk.

## Adding and updating custom field values

To improve filtering, categorization, and reporting across your Payhawk account when importing custom field values, refer to the information in the following table.

| **Column name** | **Description** | **Notes** |
| --- | --- | --- |
| **Custom field name** | The name of the custom field for which you're adding or updating values. | - Each custom field template includes a **Custom field name** column, which must always contain the same single value that is the name of the specific custom field for which the template was generated. - To update a different custom field, users must generate a new template from the Payhawk system. - On each row, the cell under this column must be populated. |
| **Custom field value** | The value to be added to the specified custom field. | - This is the label that users will select during categorization. - It must be unique within the same custom field and entity. |
| **Value external ID** | The ID used in your external systems to reference the custom field value. | (Optional) It's useful for the integration with external systems such as ERP or HR platforms. |
| **Custom field manager** | The list of already existing users in the Payhawk system. | - This person can be responsible for reviewing or approving related data entries. - Select from the drop-down menu of predefined users. |
| **Custom field values ID (do not change)** | The unique ID generated by Payhawk when custom field values are initially created. | - This ensures updates apply to the correct values, even if rows are reordered. For example, adding a multiple value’s managers has to contain the same value ID from Payhawk on each row for each single manager. - You must leave this one blank for new values. |
| **Full path (auto-generated)** | You can ignore this column; it's auto-generated. |  |

## Adding and updating custom field values on a group level

If your group includes multiple entities and your custom field values are managed on a group level, the following column is also applicable.

| **Column name** | **Description** | **Notes** |
| --- | --- | --- |
| **Entity** | The specific entity within your group where the value of this custom field will be visible. | - Custom field values can be entity-specific and must be imported per entity. - Select from the drop-down list of available entities within your group. |

## Bulk import and export of custom field values

As a Payhawk Administrator, you can import your custom fields in bulk in the following way:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), go to **Settings** > **Fields library** > **Projects**.
2. Under **Values**, click on the three-dot menu and select **Import**.
3. On the next screen, select either of the following options:
  1. To update existing data and add new one, select **Add and/or update existing**.
  2. To keep existing data while adding new one, select **Add only**.
4. Click on **Generate template** to download the template file.

![Generate import template step of the import wizard with the Add and/or update existing and Add only options](https://cdn.payhawk.com/Adm%3AFields%20library/Bulk_import_of_custom_field_values_1_20261022_ai.png)
5. Enter the required data in the template file, then return to the wizard and upload the file. Click on **Upload**.
6. On the **Import preview** screen:
  1. Review the data to be added or updated.
  2. From the **Import options** drop-down menu, choose the way you want the system to add the new data.
  3. Select the confirmation checkbox.
  4. Click on **Import**.
7. On the success screen, click on **Done**.

![Import preview step of the import wizard with the changes after import and the confirmation checkbox](https://cdn.payhawk.com/Adm%3AFields%20library/Bulk_import_of_custom_field_values_2_20261022_ai.png)

To export your custom fields data and download it as a ZIP folder, select the **Export** option from the three-dot menu.

## Notes on importing custom field values

- If you use a file from another custom field and overwrite its data, the import will not proceed, as the template contains hidden built-in validation for each custom field.
- Do not use the same generated template from one custom field to import values from another custom field.
- Make sure **Custom field name** matches an existing custom field.