---
title: "Bulk import of master data for Administrators - Payhawk Help Center"
slug: "bulk-import-of-master-data"
description: "Import master data into Payhawk in bulk: use templates to upload categories, fields, suppliers, teams and employees at once instead of adding them one by one."
updated: 2026-10-23T07:36:36Z
published: 2026-10-23T07:36:36Z
canonical: "payhawk.com/bulk-import-of-master-data"
---

> ## 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 master data

Payhawk has enriched its import capabilities across different data types. These improvements enhance the overall user experience across various scenarios, enabling seamless self-service onboarding and more efficient master data management.

## Common challenges in expense management

When setting up your company's Payhawk account, a key step to start working with Payhawk is importing the essential master data shared across your organization such as team structure, expense categorization, chart of accounts, and others. The import of this master data requires manual input and increases the risk of inconsistencies or incomplete information.

## How the bulk import of master data works

You can now add new or update existing master data in bulk, along with all relevant settings. This is done by downloading a template file, entering the data in the required format, and uploading the file back into the system to complete the import.

The system supports the import of the following types of master data:

- [Employees](/help/bulk-import-of-employees)
- [Teams](/help/bulk-import-of-teams)
- [Suppliers](/help/manually-importing-and-exporting-suppliers)
- [Categories](/help/bulk-import-of-categories)
- [Custom fields](/help/bulk-import-of-custom-field-values)
- Default suggested values (expense categorizations for [teams](/help/managing-teams-expense-categorization), [employees](/help/managing-employees-expense-categorization), and [suppliers](/help/managing-suppliers-expense-categorization))
- Payment details (employees and suppliers)

## Key functionalities

Bulk import of master data helps streamline processes and improve efficiency in various scenarios.

| **Use cases** | **Best practices** |
| --- | --- |
| Controlled user onboarding | Importing users in bulk saves time and streamlines onboarding. By enabling a silent invitation, you can fully set up Payhawk before notifying employees, thus ensuring a smooth rollout and preventing early access. |
| Dynamic data updates | Bulk import allows you to save time by efficiently updating dynamic data that requires frequent changes such as team members, managers, external IDs, and more. |
| Optimized large data imports | Bulk import simplifies data management and structuring data within system limits ensures a successful import. By organizing parent-child relationships and controlling value counts, you can prevent failures and streamline processes. |

## Notes on bulk import of master data

> [!WARNING]
> Always use a template generated from the same entity into which you plan to import data. Do not reuse templates across different entities.

- Do not modify column headers or alter the structure of the template.
- Complete all required fields. For example, fill out **Company email** when you import employees in bulk.
- Select only predefined values from the drop-down menus. Do not manually enter custom or unsupported values.
- When copying or rearranging existing data lines in Payhawk, ensure that each Payhawk system ID value remains correctly matched to its corresponding entry. This prevents updating wrong data in pre-filled rows or creating duplicate records.
- The bulk import feature does not allow the deletion of existing data for security reasons. If you want to delete or archive data, you can do so from the Payhawk Web Portal. Note that the **Import suppliers** option in **Suppliers** works differently, as it archives the existing suppliers that are not in your file.
- Review **Summary** after the import is complete. If there are any issues, download the provided error file, make the necessary corrections, and reimport your data.