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Bulk Data Import Guide

Learn how to format and structure CSV files for uploading bulk manual transactions into your Trovata instance

Written by David Taylor

Before you start: All transactions in your file must be unique. Files that don't follow these guidelines will need to be revised before upload. For fastest turnaround, we recommend separating files by account.

File Format

Your file must be a CSV (comma-separated values) file. Here's a basic example with two transactions:

Format: institutionName,accountNumber,currency,amount,date,description 

"JPM","987650001","USD","-1000.19","2023-11-28","BOOST CONFERENCE NATIONALS SRVC" 

"BOFA","123450345","USD","14720679.03","2023-11-28","AP BOOK EXPO REGIONAL"

Important: Always verify your file using a plain text editor (Notepad on Windows, TextEdit on Mac) — not Excel. Spreadsheet editors can mask formatting issues that will cause your upload to fail.

Required Column Headers

The first row of your file must include all six of the following headers, in any order:

institutionName,accountNumber,currency,amount,date,description

  • Headers are case sensitive. For example, accountNumber is valid but AccountNumber will cause that column's values to be discarded.

  • Any additional headers not listed above will be ignored during processing.

Field Definitions

  • institutionName
    This must match the value shown in the Bank column for the associated account. You can find this by navigating to the Balances page in the left-hand menu in Trovata.

  • accountNumber
    Either the full account number or the last four digits. If multiple accounts share the same last four digits, use the full account number.

  • currency
    The three-letter, all-uppercase currency code as defined by ISO-4217 (e.g., USD, EUR, GBP).

  • amount
    A decimal number with no commas, currency symbols, or parentheses.

    • Positive values = CREDIT transactions

    • Negative values = DEBIT transactions (use a leading -, e.g., -1000.09)

    • Valid: -1234567.89

    • Invalid: -1,234,567.89 / -$1234567.89 / (1234567.89)

  • date
    Must follow the format YYYY-MM-DD per ISO-8601.

    • January 20, 2023 → 2023-01-20

    • October 9, 2023 → 2023-10-09

  • description
    Any relevant information you want to associate with the transaction.

Formatting Rules for Values

  • If any value contains a comma, wrap the entire value in double quotes.

  • Do not add extra spaces inside double-quoted values.

  • Do not mix single and double quotes in the same value.

  • Do not use extra double quotes unless intentionally escaping.

✅ Valid — comma in description wrapped in double quotes:

"JPM","900010001","USD","-1.19","2023-11-28","ZATEX BANK, INTERNATIONAL"

❌ Invalid — comma in description not wrapped:

"JPM","900010001","USD","-1.19","2023-11-28",ZATEX BANK, INTERNATIONAL

❌ Invalid — extra spaces inside double-quoted amount:

JPM,900010001,USD," -1.19 ",2023-11-28,ZATEX BANK INTERNATIONAL

❌ Invalid — account number missing leading zeroes:

JPM,1,USD,-1.19,2023-11-28,ZATEX BANK INTERNATIONAL

Handling Duplicate Transactions

If two transactions are genuinely identical (same account, amount, date, and description), make them unique by adding a counter to the description field:

"JPM","900010001","USD","-1.19","2023-11-28","BOOST CONFERENCE NATIONALS SRVC 1 of 2" "JPM","900010001","USD","-1.19","2023-11-28","BOOST CONFERENCE NATIONALS SRVC 2 of 2"

Next Steps

Once your file is ready, share it with your CSM. We'll review it and follow up if any additional information is needed.

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