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

# Import vehicles from a spreadsheet

> Bring many car records into Car Storage Software at once and link them to the right customers.

Use this guide when you already have vehicle information in a spreadsheet and need to create many car records without typing each one by hand.

This is common when you are moving from another system, cleaning up a paper list, or uploading a file your team keeps in Excel or Google Sheets.

> [!TIP]
>
> **Need photos too?**
>
> This page covers the **Cars** spreadsheet only. If you also have a ZIP file of old intake photos, use [Import vehicles and photos from a spreadsheet](/docs/cars/import-vehicles-and-photos.md) after the car records exist.

## What you will accomplish

You will upload a vehicle file, match each spreadsheet column to the correct field, review a preview, and create car records in one batch. When your file includes a customer email or external ID, each car can link to the correct owner automatically.

**Expected outcome:** The vehicles appear on the [Cars page](https://www.carstoragesoftware.com/dashboard/cars) with the right year, make, model, and customer links.

## When to use car import

* You are onboarding dozens or hundreds of stored vehicles at once.
* Customers are already in the system (or you will import customers first on the same page).
* You have a reliable column for **Customer Email**, **External Customer ID**, or **Composite External ID** so cars can link to owners.
* You need to bring in extra details such as insurance dates, tags, declared value, or photo URLs from your old system.

> [!TIP]
>
> **Import customers first when you can**
>
> Cars need a customer record to connect to. If your customer list is not in the app yet, import customers on the **Customers** tab first, then return here for vehicles. See [Import customers and cars from a spreadsheet](/docs/contacts/import-customers-and-cars.md).

## Before you start

* Save your file as **CSV**, **XLS**, or **XLSX**.
* Put each vehicle on one row.
* Include **Make**, **Model**, and **Year** when possible. The system can also try to fill these from a **VIN**.
* Include **Customer Email** (or an external ID column) on every row that should link to an owner.
* Know your facility **location** names if you use more than one building.

![Import Data page with the Cars tab selected showing Download car template and Choose File](https://mintcdn.com/carstoragesoftware/YaZhPyY4b9Fq3hyS/images/cars/cars-import-cars-tab-sep17.webp?fit=max\&auto=format\&n=YaZhPyY4b9Fq3hyS\&q=85\&s=b508f3f55a5e4a38adc90481587d9ea6)

*Open [Import Data](https://www.carstoragesoftware.com/dashboard/import), click the **Cars** tab, and download the template if you need example column names.*

## Step 1: Open the Cars import tab

**1. Go to Import Data**

In the left sidebar, open **Import Data**, or go directly to [Import Data](https://www.carstoragesoftware.com/dashboard/import).

**Expected result:** The page title says **Import Data** with the subtitle "Bulk import customers, vehicles, events, and photo archives."

**2. Choose the Cars tab**

Near the top of the page, click the **Cars** tab (car icon).

**Expected result:** You see **Download car template** and a file upload area below it.

**3. Download the template if you are unsure about column names**

Click **Download** on the **Download car template** card. Open the file to see recommended headers such as Make, Model, Year, VIN, and Customer Email.

## Step 2: Upload your vehicle file

**1. Click the file field**

Click the upload area below the template card.

**2. Choose your spreadsheet**

Select your CSV, XLS, or XLSX file from your computer.

**3. Wait for the row count**

After the file loads, the page shows how many rows were found.

**Expected result:** A mapping area appears so you can connect spreadsheet columns to car fields.

## Step 3: Map spreadsheet columns to car fields

"Mapping" means telling the system which spreadsheet column belongs in each car field.

**1. Click Auto-Map Columns**

Click **Auto-Map Columns**. The system tries to match common header names for you.

**Why this matters:** Auto-map saves time when your columns are named Make, Model, Year, VIN, or Customer Email.

**2. Review primary fields**

Check each **Database Field** and the **Spreadsheet Column** beside it. Fix any wrong matches using the dropdown. Choose **-- None --** if you do not want to import a field.

Primary fields include:

* **Make**, **Model**, **Year**, **VIN**, **Color**
* **License Plate**
* **Customer Email** — links the car to the customer with that email
* **External Customer ID** or **Composite External ID** — links using IDs from your old system
* **Declared Value** and **Declared Value Currency**

**3. Open Advanced vehicle and registration fields when needed**

Expand **Advanced vehicle & registration fields** for insurance dates, registration dates, mileage, trim, key number, tire pressure, and similar details.

**Expected result:** Extra rows appear in the mapping list for the fields you need.

**4. Map photo URLs if your file includes them**

Expand **Photo URLs** when your spreadsheet lists image links. You can map multiple photo columns so intake pictures attach to each car during import.

**5. Map intake notes and customer linking when needed**

Expand **Intake notes & customer linking** for notes that should appear on the car record or for extra customer match fields.

![Car import mapping screen showing database fields matched to spreadsheet columns with Auto-Map Columns button](https://mintcdn.com/carstoragesoftware/ggah6moKlxnkQYNH/images/cars/import-cars-column-mapping.webp?fit=max\&auto=format\&n=ggah6moKlxnkQYNH\&q=85\&s=b513d9d737b67d768c4a9e5204524f73)

*Review every mapping row before you continue. A wrong column match is the most common reason cars import with missing owners or wrong years.*

## Step 4: Review before importing

**1. Click Review Import**

Click **Review Import** at the bottom of the mapping screen.

**2. Check customer links**

Look for rows where **Customer Email** or external ID is missing. Those cars may import without an owner.

**Why this matters:** Billing, contracts, and the customer portal work best when every stored car has a linked customer.

**3. Check year, make, and model**

Scan a few rows in the preview. If make or model looks wrong, go back and fix the mapping or your spreadsheet.

**4. Confirm the import**

When the preview looks correct, confirm the import. The system creates the car records.

**Expected result:** You return to a success view or the import page, and the new cars appear on [Cars](https://www.carstoragesoftware.com/dashboard/cars).

![Car import review screen showing a preview table of vehicles before records are created](https://mintcdn.com/carstoragesoftware/ggah6moKlxnkQYNH/images/cars/import-cars-review.webp?fit=max\&auto=format\&n=ggah6moKlxnkQYNH\&q=85\&s=497e83c45e02010dc9ae1a70d4e3f256)

*Review Import is your last safe stop before new car records are created.*

## Step 5: Spot-check after import

**1. Open the Cars list**

Go to [Cars](https://www.carstoragesoftware.com/dashboard/cars) and search for a few vehicles from your spreadsheet.

**2. Open one car record**

Click **View** on a vehicle and confirm year, make, model, plate, and customer link look right.

**3. Check the customer record**

Open the linked customer in [Contacts](https://www.carstoragesoftware.com/dashboard/contacts/all) and confirm the car appears under **Customer's Cars**.

## Common mistakes to avoid

* Do not import cars before customers exist if you rely on **Customer Email** to link owners.
* Do not skip the review screen—even when auto-map looks correct.
* Do not mix up **License Plate** and **VIN** columns in the mapping list.
* Do not assume photo URLs will work if the links are private or expired. Test a few rows first.

## Troubleshooting

> [!WARNING]
>
> **Cars imported without a customer**
>
> Open the car record and use [View and edit vehicle details](/docs/cars/view-and-edit-vehicle-details.md) to **Link customer**. Or fix the spreadsheet and import only the missing rows.

> [!TIP]
>
> **VIN did not decode make and model**
>
> The system still creates the record using whatever make, model, and year were in your file. You can edit the car later or run **Autofill Info** when adding cars one at a time with [Add a car](/docs/cars/add-a-car.md).

> [!NOTE]
>
> **I only need one or two cars**
>
> For a single arrival today, [Add a car](/docs/cars/add-a-car.md) is faster than preparing a spreadsheet.

## What to do next

After vehicles are in the system:

* Assign parking with [Move a car](/docs/cars/move-a-car.md).
* Run intake photos with [Start a car session](/docs/cars/start-a-car-session.md) or [Manage vehicle photos](/docs/cars/manage-vehicle-photos.md).
* Add service plans with [Assign service plans on a vehicle](/docs/cars/assign-service-plans-on-a-vehicle.md) when your facility uses recurring care packages.


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