Batch Imports

ADVANCED SETUP –  BATCH IMPORTS

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Overview
Got a long list of jobs to add? Instead of entering them one by one, you can upload them all at once using the Batch Import feature. It’s fast, efficient, and especially helpful when you’re migrating data or launching Contract-Q for the first time.

This guide walks you through the upload process—from downloading the template to importing your file.

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Step-by-Step: How to Import Jobs in Bulk

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1. Download the Sample Format

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Start by clicking the Sample Format download link at the top of the screen. This Excel (.xlsx) template includes all the required column headers in the exact format our system expects.

⚠️ You must use this template for the import to work. Custom spreadsheets won’t be accepted.

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2. Enter Your Job Data

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Open the file in Excel or Google Sheets and begin entering your job data directly into the template.

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Be sure to:

• Follow the column headers exactly.
• Match formatting for dates, dropdowns, or predefined values (like job types or referral sources).
• In the sample format, you will see a column labeled “Stage.”  This column is pre-populated with your existing workflow stages from Contract-Q.
• When filling out your spreadsheet, make sure each job’s stage exactly matches one of the options listed. If there’s a mismatch—even due to a typo—the row will fail to import.
• Avoid adding or removing columns—only populate the provided ones.

Once your job list is complete, save the file in .xlsx format.

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3. Upload Your File

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Return to the Batch Import screen.

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• You can drag and drop your file into the blue upload box
  OR
• Click Save to browse and select your file.

Maximum file size: 20MB
Accepted format: .xlsx only

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4. Import

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Once your file is uploaded, click the Import button in the top-right corner.

The system will now process your data and begin importing jobs into your account.

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What Happens Next?

• If everything looks good, your jobs will appear instantly in your job list.
• If there are issues, you'll see an error message in the “Most Recent Upload” panel. We'll go over how to fix those in the next section.

Next up: Error Handling—how to read the error message, fix your file, and re-upload only the failed jobs.

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BATCH IMPORTS – ERROR HANDLING

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Sometimes a row or two might trip up during the upload—and that’s okay. Contract-Q is designed to help you keep moving by isolating just the rows that need attention.

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If there’s an issue with your import file, the system will automatically skip the rows with errors and continue importing everything else that’s valid.

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What Happens If There’s an Error?

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When you click Import, Contract-Q will:

• Import all rows that are properly formatted and error-free
• Skip only the rows that contain errors (these will not be imported)
• Generate a new file that includes just the problem rows—so you don’t have to start over

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You'll see a summary in the Most Recent Upload section, which includes:

• The request ID
• A link to the file you uploaded
• An error message explaining which rows failed and why
• A status showing whether the import succeeded, partially succeeded, or failed

Fixing and Re-Importing the Problem Rows

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Here’s how to get those failed jobs into the system:

1. Click on the file link from the Most Recent Upload panel. This file will contain only the rows that failed.
2. Open the file and correct any issues—for example, fix missing job names, adjust formatting, or correct dropdown values.
3. Save the file in .xlsx format.
4. Upload the corrected file using the same drag-and-drop or file picker in the blue upload area.
5. Click Import to try again.

Only the corrected rows will be imported.

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***Important Note

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Do not re-upload the original full file. Doing so will create duplicate jobs for any rows that were already imported successfully. Always use the corrected file with just the problem rows to keep your data clean.

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Common Reasons for Failed Rows

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• A required field like Job Name or Address was left blank
• A dropdown value doesn’t match your system setup (e.g., an undefined trade or job type)
• A date was entered in the wrong format

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