Summary (TL;DR)
Import a CSV file to create, update, or delete multiple budget categories in bulk from Settings > Manage Budgets.
Prerequisites
Superuser access in Procurify
Your budget data prepared and ready to enter into the template
Note: This article refers to "Location" and "Department." Your domain may display different labels due to custom organizational categories. Learn more about custom labels.
Step 1: Download the Import Template
Navigate to Settings > Manage Budgets.
Click Tools.
Click Import Budgets, then select Download Template.
Step 2: Fill In the Template
Fill in each column of the CSV file using the reference table below. Save the file when complete.
For each row, either Column B (Location Name) or Column D (Account Code) must have a value. Both cannot be empty.
NAMING & IDENTITY
Column | Name | Required? | Description | Example |
A | Budget Category Name | REQUIRED | A unique alphanumeric name for this budget category. Enter **AUTO** if you have a single location, department, and account code and want Procurify to generate the name automatically. | Single name: Auto-generate: |
LOCATION & DEPARTMENT
Column | Name | Required? | Description | Example |
B | Location Name | CONDITIONAL | The location this budget applies to. Must match an existing location name in Procurify exactly (max 255 characters). Leave blank only if Column D has a value. To assign to one location, enter the location name. To assign to multiple locations, separate names with a pipe and spaces. To assign to all locations, enter **ANY**. | One:
Multiple:
All: |
C | Department Name | CONDITIONAL | Required if Column B has a value. Must match an existing department name exactly. Enter the department name, or enter **ANY** to assign to all departments. When using multiple locations in Column B, enter department names pipe-separated in matching order. This option does not work if department names contain commas. | One:
All:
Matched: |
ACCOUNT CODE
Column | Name | Required? | Description | Example |
D | Account Code | CONDITIONAL | The Account Code this budget applies to. Must match an existing Account Code in Procurify exactly. Leave blank only if Column B has a value. Enter one code, multiple codes comma-separated, or **ANY** to assign to all Account Codes. | One:
Multiple:
All: |
DATE RANGE
Column | Name | Required? | Description | Example |
E | Start Date | OPTIONAL | Budget start date in YYYY-MM-DD format. If entered, Column F is also required. |
|
F | End Date | OPTIONAL | Budget end date in YYYY-MM-DD format. Required if Column E has a value. The total date range across Columns E and F must not exceed 18 months. |
|
BUDGET PERIODS & AMOUNTS
Column | Name | Required? | Description | Example |
G | Period | OPTIONAL | How the budget is divided. Enter |
|
H | Column Period | OPTIONAL | Enter |
|
I | Budget Amount | OPTIONAL | The amount to assign. Supports up to 2 decimal places. Do not include commas within a value. If entered, the amount must be greater than 0. Do not enter 0 or 0.00 -- these will cause an import error. To create a tracking category with no budget, leave Columns E through J blank. If Column H is | Single:
Per period:
Tracking only: (leave blank) |
CONFIGURATION
Column | Name | Required? | Description | Example |
J | Source of Truth | REQUIRED | Enter | Primary:
Tracking: |
K | User | REQUIRED | Comma-separated email addresses of users who should have viewing access to this budget on the Dashboard and during approvals. Must exactly match addresses in Settings > Manage Users. Email addresses are case-sensitive. The **ALL** keyword is not supported -- list individual addresses only. |
ACTIONS
Column | Name | Required? | Description | Example |
L | Action | OPTIONAL | Leave blank to create a new budget category. If a category with the same name already exists, the row will be ignored. Enter | New: (leave blank)
Remove:
Edit: |
Important Notes
The **ANY** keyword must always be uppercase and include the asterisks on both sides.
When a budget spans multiple locations, add each additional location as a new row. In those subsequent rows, only Column A (Budget Category Name), Column B (Location Name), and Column C (Department Name) are read. All other values are ignored.
When uploading a file to update existing budgets, your CSV must include all current budgets - not just the ones you are changing. Any budget not present in the upload file will be permanently removed from the system.
To combine multiple Account Codes into a single cell, see How to combine all Account Codes into a single cell for CSV Import.
What is Source of Truth?
Source of Truth identifies which budgets are the primary, reportable budgets for your organization. The sum of all Source of Truth budgets should equal your organization's total budget.
Set a budget as Source of Truth when it represents a primary reporting category - for example, the total Marketing department budget for 2024. Do not set it as Source of Truth when the budget is a subset or tracking category - for example, a budget created to track a specific November 2024 Marketing event that is already included in the department budget.
Step 3: Upload and Import the File
Return to Settings > Manage Budgets > Tools > Import Budgets.
Click Upload and select your saved CSV file.
Click Import.
If errors appear after import, correct the flagged values in the CSV file and re-upload. For budget amount errors specifically, see Import Error: Budget Amount Must Be Greater Than 0.