How to use a CSV file to import orders into ShipStation in bulk. Includes how to prepare the CSV, a reference of the field mappings and resolutions for common issues.
ShipStation allows you to import orders from a CSV or tab-delimited file into a manual store. This is useful if you keep track of orders in a spreadsheet or export orders from a selling channel with which ShipStationdoes not yet integrate.
Before you can start the import process, you must make sure your import file is prepared correctly.
Best Practice: Use Row 1 of your CSV as your heading columns (for example, Order Number, Customer Name, Address Line 1, City, etc).
Your CSV headings do not need to match ShipStation’s. You will map them to the corresponding ShipStation fields during the import process.
Order numbers are required. You can enter your own numbers or use the auto-numbering feature (see below).
All order numbers should be unique, both to other orders in the CSV and orders within your ShipStation manual store.
If an order number in your CSV matches an existing order in your manual store in ShipStation, ShipStation will update that order to match the data in the CSV.
Multi-item orders: ShipStation will combine rows using the same order number into a single order.
For example, two rows in a CSV with order number SH1001 will result in the single order SH1001 containing the items from each row in the CSV file.
Auto-numbering: ShipStation can auto-number your orders if you set the manual store to allow it.
To enable auto-numbering on a manual store, go to
Settings > Selling Channels > Store Setup > Action Menu > Edit Marketplace Connectionfor the store you wish to modify. Check the box to Automatically generate order numbers for manual orders.
In your CSV, enter AUTO into the Order Number column for every order you wish to auto-number. Each row in the CSV will then import as a unique order with an auto-assigned order number.
If you opted to create a new field mapping, you will now be prompted to map your fields. Move on to the Field Mapping section below for detailed instructions. For troubleshooting help with Order Imports, see our CSV Import Troubleshooting article.
Field Mapping is how you tell ShipStation where your CSV information should appear. Since your column headers likely won't match exactly the field names in ShipStation, you will map them using this process.
The ShipStation Field column in the field mapping pop-up displays the ShipStation fields you can map to. The Your Column Header column contains drop-down menus where you can choose from the columns in your CSV file.
If you cannot see the column header names in the import mapping screen, it may be because you have special characters in a Saved Mapping Name. If that is the case, you should remove the special characters from the CSV then start the import process again.
Auto-Configured Field Mapping
If you name the column headers in your CSV import file to match the ShipStation field names, the field mapping drop-downs will automatically be set. This means you will not need to manually map each column header.
After mapping all the columns in ShipStation to your data, we recommend saving the field mapping for future imports.
When you are ready, click Start Import.
Once ShipStation has finished the import process, your orders will be visible in the Awaiting Shipment section of your orders screen in the manual store you chose during the import process.
You can also use the above CSV-import process to update orders that already exist in your manual stores.
ShipStation will update orders in your selected manual store that has matching order numbers in your CSV file and were originally created by a CSV import (this excludes orders created manually or via API).
CSV Import Replaces Existing Data with CSV Data
Be sure your CSV file contains all the information you need for your order records!
The CSV import process will replace the data in ShipStation with the data from the CSV. This means if you have a blank cell in the CSV for a field that currently contains data in ShipStation, the CSV import will overwrite that data with a null value and that data will no longer be available in ShipStation.
For example, if you initially imported order #12345 with the Order #, Name, Address, City, State, Postal Code, and Country fields:
But you then realize you need to add an SKU to the order...
Add the SKU to the SKU column for the order and retain ALL other existing order information, like this:
ShipStation will add the SKU information to order #12345 in SShipStation
Alternately, if you'd like to remove information from an order, simply delete the information from the appropriate columns before you upload the new file, like this:
In this example, ShipStation will delete the Name, Address, City, State, Postal Code, and Country from order #12345 in ShipStation while adding the SKU.
If you'd like a pre-formatted CSV, download the sample CSV from the Import pop-up screen, or download the Order Import Template file at the bottom of this article.
If you experience missing data or an error message after a CSV import, the steps below can help you recover:
If you complete the import but certain order information appears to be missing from your orders in ShipStation, you may have missed a field in the mapping stage.
If you saved your mapping, check your saved field mapping. Edit the field mapping and save it under a NEW name. Then use the new field mapping for your imports going forward.
If you did not save your mapping, perform the import again and make sure all fields you wish to map have been assigned the correct ShipStation field in the drop-down menus. ShipStation will update the existing orders during the import process.
If you receive an "import failed" message, check the following:
Make sure your CSV does not include any invalid or special characters. As a general rule, dashes and periods are fine in any cells except the header row. However, currency symbols, accent marks, and other special characters within any cells of the CSV can cause the import to fail.
Check the type of characters used in certain fields in your CSV. For example, letters are not valid characters in the phone number field. The @ symbol is fine in the email field but may cause an error when used in other fields.
If the above steps do not appear to be the cause of your error, create a new CSV file and copy/paste your CSV data into the new file and save it. Then try the upload again.
Additional Troubleshooting Resources
For further CSV import troubleshooting, review the CSV Import Troubleshooting article in the Troubleshooting section of our help centre.