How to Import Vendors/Providers to UpKeep
Save time by importing multiple vendors and providers at once instead of adding them one by one. This guide walks you through preparing your spreadsheet, uploading it, and getting your vendor records set up quickly.
Vendors and providers in UpKeep are used to track third-party service information and can be linked to documents like Work Orders and Purchase Orders.
Available on: Premium, Professional, Enterprise
What You'll Need
A spreadsheet file in CSV, XLS, XLSX, TSV, or XML format. We recommend downloading the vendor template. Follow the steps below:
Navigate to the Import & Export page
Select Vendors from the data set dropdown
Select Download Template
Complete the template with your vendor data organized with the column headers listed in the Field Reference section below
Step-by-Step: Import Your Vendors
Navigate to the Providers & Network section in UpKeep
Click the Option Dots (⋯) on the right side of the screen
Select Import — you'll be taken to the import page
Or navigate to the Import & Export page directly
Select Vendors from the data set
Select Start Vendors Import Process
Upload your spreadsheet file, or manually enter items directly in the import table
Map your columns to the appropriate UpKeep fields
Review your data and click Finish to import
Vendor Template Field Reference
Column | Example | Details |
A — Vendor ID | G0JI96bHjs | The UpKeep ID of the vendor. Only needed when updating an existing vendor — leave blank for new imports. |
B — Vendor Type | Plumbing | The type of service this vendor provides (e.g., Plumbing, Electrical, HVAC). |
C — Business Name | My Vendor Company | The name of the vendor's business. This field is required. |
D — Phone Number | 1-800-555-5555 | The vendor's phone number. |
E — Point of Contact | Lara Croft | The name of the person you work with at the vendor's organization. |
F — Website | The vendor's business website. | |
G — Email | The vendor's email address. Note: This is for internal tracking only — it is not an UpKeep login. | |
H — Business Address | 1 UpKeep Way | The vendor's business address. |
I — Business Description | Plumbing services for facilities | A text field for any additional details or notes about the vendor. |
Best Practices
Test with a small file first: import 2–3 vendors to verify formatting before uploading your full list.
Business Name is required: every row must include a value in column C or the import will fail for that row.
Use the Vendor ID column only for updates: leave column A blank when creating new vendors. Include the UpKeep ID only when updating existing records.
Keep vendor types consistent: decide on a naming convention (e.g., "Plumbing" vs. "Plumber") and use it across all entries for easier filtering later.
Save as CSV: for the most reliable import experience, save your spreadsheet as a .csv file before uploading.
FAQ
Can I update existing vendors with a CSV import?
Yes. Export your current vendors, make changes, and re-import the file. Be sure to keep the Vendor ID in column A so UpKeep matches the records correctly.
What file formats does the import accept?
CSV, XLS, XLSX, TSV, and XML files are supported. We recommend CSV for the most reliable experience.
Is the vendor email used as a login?
No. The email field (column G) is for your internal tracking only. Vendors do not receive UpKeep login access through this import.
What plans support vendor imports?
Providers & Network functionality is available on Premium, Professional, and Enterprise plans.