Import orders from a spreadsheet

Get your orders into OptimoRoute in bulk by importing a spreadsheet. In this article, we’ll explain the requirements, settings, and how to map data to get your orders into OptimoRoute using spreadsheet import.

Who can use this feature
	Available for all plans
	All users
	All regions

Video tutorial

Importing data into OptimoRoute

There are two ways to import order data into OptimoRoute: 

• Using a spreadsheet or tab-delimited text file
• Copying and pasting addresses

Uploading a spreadsheet is the best way to get a lot of information into OptimoRoute like time windows, location notes, order ID, and different order durations. Copying and pasting addresses is the most basic way to import and will only import addresses. You can learn more about this process here. 

In this article, we will be going over how to prepare and upload a spreadsheet to import order data into OptimoRoute. 

Preparing your spreadsheet

You can upload Excel, CSV, or tab-delimited files to OptimoRoute to import your orders.

At least one location input is required. This input needs to tell OptimoRoute where each order is on the map.

Accepted location formats include:

You can also use the “Location ID” column to map orders to existing locations in OptimoRoute.

During import, you can match your spreadsheet columns to OptimoRoute fields. You can do this mapping in the second step of the import process.

You do not need to follow a specific template. But if you want a starting point or want to see all available columns, you can download our example import template here.

Need custom fields? Set them up in your OptimoRoute account before importing, so you can map them to your spreadsheet. Learn more about setting up custom fields here.

Importing your spreadsheet

The import process has a few steps to ensure the information is accurately imported into OptimoRoute.

The number of orders you can import at one time is determined by your subscription plan. Contact support if you need your limit raised.

Step 1: Upload Your File

Once you have your spreadsheet ready to go, it's time to upload. 

1. Go to the “Plan and Optimize” tab
2. Choose the date where you want to import orders 
3. Click the blue "Import Orders" button below the map
4. Either click to upload your file or drag it into the space provided
5. Click “Import” if it doesn’t automatically process the file and take you to the next step

In the next window, you will be able to map your data columns to fields available in OptimoRoute.

Step 2: Map your columns

OptimoRoute will try to automatically match the columns in your spreadsheet to the correct fields. You can review these matches and fix anything to make sure it is mapped to the right place.

You’ll also see a preview of your data so you can confirm that OptimoRoute has read your spreadsheet correctly. This preview will: 
 

• Show the mapped columns 
• Show unmapped columns as "Not mapped" in light orange in the column header and the data will be greyed out. 
• Allow you to choose which sheet you want to import, if your spreadsheet has more than one sheet, at the bottom of the window.
• Give you more advanced import options
   

To change the mapping: 

1. Click on the dropdown arrow above the column 
2. Choose an OptimoRoute field to map your information to
3. Choose "Not mapped" to unmatch any that you don't want imported
4. Check the box for “Save this mapping as my default mapping" if you want OptimoRoute to save these column mappings and settings for your next import.
5. Once you’ve finished column mapping, click “Continue” to check your location geocoding.

Advanced Import Settings

In the event your spreadsheet does not have a header in the first row of the sheet, you can configure your import using the advanced import settings.

In the top right corner, you’ll find “Advanced options” where you can:

• Create a header if you don't have one
• Choose which row your data starts on

Choose the correct sheet to import if there’s more than one in your file. You will be able to see up to 5 sheets in a single spreadsheet in OptimoRoute.

If the sheet you want to upload is not one of the first 5 in the file, just make an adjustment to your import file in order to import the correct sheet.

Tip: If you need to import linked pick up and delivery orders, this option is available in the Custom plan.

Step 3: Location accuracy check

Before finishing the import, you will be asked to review all orders that will be added. At this step, check that each location was found correctly. 

Be sure to review the Location Accuracy column before saving. Pay close attention to locations shown in red or yellow.

Possible statuses are:

Checking and correcting location errors

To check and correct any location warnings : 

1. Look at the top of the "Review Imported Orders" screen and find the "Import orders summary" screen to see if there are any errors or warnings. 
2. If there are any, you can sort the "Location Accuracy" column to group them together and make it easier to check. 
3. For any "Partial Match" or "Multiple Results Found", you can check the "Geocoded Address" column (what Google found for the location) against the "Address" column (what you imported) to see if the difference is anything you need to fix. If not, you can ignore the warning and move on to the next "Location Accuracy" warning
4. If you are not sure whether the order is geocoded correctly, you can click the "Edit" link next to the error message, to see where on the map the location is geocoded. Here you can make the necessary changes by editing the address or moving the pin on the map and click "Save".
5. Repeat these steps for any errors or warnings
    

If you do not want to proceed with the import, you can click "Discard" and no locations or orders will be added. Otherwise, when you are satisfied with all orders, click “Save” to complete the import and save all locations. 

Results

Correctly imported orders will appear in OptimoRoute in the “Plan and Optimize” area. Orders will be shown as unscheduled blue pins on the map. 

Orders will appear on the dates they have been assigned to. If no date was included in the spreadsheet, then the orders will appear on the date they were imported.

Your spreadsheet is now imported into OptimoRoute! With your order data in place, the next step is planning your routes. Check out our guide Intro to optimized route planning to get you going.