This guide covers importing expenses in bulk using the official Tyms Excel template: downloading the template, preparing expense data, uploading the file, and reviewing the imported records before completing the import.
Ways to Import Bulk Expenses
Tyms provides two ways to import expenses in bulk.
Option 1: Import with Ask Adam
For users migrating from another accounting system, or who already have expense records in Excel, CSV, PDF, or image format, Ask Adam can interpret the file, extract the expense records, and populate the Expenses table for review before importing. See How to Import Multiple Expense Records
Option 2: Import Using the Excel Template
This guide covers this option.
Step 1: Navigate to the Expenses Page
Log in to the Tyms account.
From the top navigation bar, click More.
Hover over Spend.
Select Expenses.
This opens the Expenses page.
Step 2: Open the Import Window
Click Create Expenses.
Select Import Excel from the dropdown.
The Import Expense from Excel window opens.
Step 3: Select the Expense Type and Download the Template
Under Type, select Regular Expenses or Prepaid Expenses, depending on the records being imported.
Click Download template (XLSX) to download the official Tyms Excel template, then open the downloaded file and enter expense data using the required format.
Supported file formats: CSV, XLS, XLSX
Maximum file size: 20 MB
Maximum rows: 500
Step 4: Complete the Template
Expense data must be entered under the correct columns.
Required fields
date: when the transaction happened. Example: 2025-01-14
item_name: line item description on the receipt. Example: Flight Ticket
Item_price: price per unit for this line. Example: 85000
Item_quantity: number of units on this line. Example: 1
Category: expense account from the Chart of Accounts; the account name or account code can be used, and must exactly match an existing account. Example: Travel Expense
currency: three-letter currency code. Example: USD
Required only for prepaid expenses
prepayment_account: the deferred expense account; the account name or account code can be used, and must exactly match an existing account. Example: Deferred Revenue
prepayment_duration: number of months to spread the prepayment over. Example: 12
Optional fields
description: extra detail for the line item. Example: Client visit
document_number: the bill or receipt number; repeat on every line belonging to the same document. Example: EXP-3001
flow: money direction, inflow or outflow, if the file tracks it. Example: outflow
contact_name: vendor name; Tyms creates the contact automatically if it does not already exist. Example: Travel Agency
contact_email: email for the vendor on this record. Example: [email protected]
contact_phone: phone number for the vendor. Example: 4445556666
Payment_type: how payment was made, e.g. cash, bank_transfer, or card. Example: card
payment_account: bank or cash account used for payment; the account name or account code can be used, and must exactly match an existing account. Example: Business Bank
shipping_fee: delivery or shipping charge added to the document. Example: 0
discount:discount amount applied to the document. Example: 0
project_name: project name, exactly as set up in Tyms. Example: Client Onboarding
branch_name: branch name, exactly as set up in Tyms; leave blank to use the assigned branch automatically. Example: HQ
department_name: department to assign the record to, exactly as set up in Tyms. Example: Sales
employee_name: employee linked to the record, exactly as set up in Tyms. Example: John Doe
memo: internal note shown on the record. Example: Lagos to Abuja
exchange_rate: rate to the business currency; use 1 if the same currency. Example: 1
is_prepayment: set to yes for a prepaid expense, with prepayment_account and prepayment_duration completed; set to no for a regular expense, and leave those two fields blank.
Important
Category and Payment Account must exactly match an account name or account code in the Chart of Accounts.
Contact Name, Project, Branch, Department, and Employee must match existing records in Tyms.
If a contact does not already exist, Tyms creates it automatically.
Rows sharing the same Document Number are grouped into a single expense record with multiple line items.
Step 5: Upload the File
Return to the Import Expense from Excel window.
Select the expense type: Regular Expenses or Prepaid Expenses.
Under File, click Select file, or drag and drop the completed spreadsheet .
Click Analyze.
Tyms validates the file and prepares it for import.
Step 6: Review and Confirm
The Review and Confirm Import page displays:
the number of AI credits the import will consume
the expense records extracted from the spreadsheet
vendor details
line items
payment information
any validation errors requiring correction before importing
Review the information carefully to ensure accuracy, then click Import at the bottom right to complete the import.