How to Import Budgets in Procurify | Procurify Knowledge Base

Summary (TL;DR)

Users with import data permission can import a CSV file into Procurify to create, update, or delete multiple Budget Categories in bulk, using Settings > Manage Budgets. Budgets are time-bound and only display on the Budgets tab while their period is active. Historical spend figures are available through the Budget Spend Breakdown export in Settings > Export Data.

How Do I Download the Budget Import Template?

Navigate to Settings > Manage Budgets.
Click Tools.
Click Import Budgets.
Select Download Template.

How Do I Upload and Import the Budget File?

Navigate to Settings > Manage Budgets
In the upper-right, click the Tools button and select import budgets
Click Upload and select your saved CSV file
Click Import

If Procurify displays errors after import, correct the flagged values in the CSV file and re-upload the corrected file. For Budget Amount errors specifically, see below the How Do I Avoid Common Budget Import Errors? Section.

How Do I Fill In the Template for New Budgets?

Fill in each column of the CSV file using the reference tables and format example screenshot below, then save the file.

Every row needs a value in either Column B (Location Name) or Column D (Account Code) — they can't both be empty.

Budget Template Fields: Definitions and Rules

Use the collapsible sections below to fill in each column of the template correctly.

NAMING & IDENTITY

Column	Name	Required?	Description	Example
A	Budget Category Name	REQUIRED	A unique alphanumeric name for the Budget Category. Enter AUTO to have Procurify generate the name, if the row has a single Location, Department, and Account Code.	`Marketing-2024` Auto-generate: `AUTO`

LOCATION & DEPARTMENT

Column	Name	Required?	Description	Example
B	Location Name	CONDITIONAL	The Location the budget applies to. Must match an existing Location exactly (max 255 characters). Leave blank only if Column D has a value. Separate multiple Locations with a pipe and space (\|), or enter ANY for all Locations.	One: `Vancouver` Multiple: `Vancouver \| Calgary` All: `ANY`
C	Department Name	CONDITIONAL	Required if Column B has a value. Must match an existing Department exactly including spacing and capitalization. Enter ANY for all Departments. For multiple Locations, list Departments in the same pipe-separated order. Does not work if a Department Name contains a comma.	One: `Finance` All: `ANY` Multiple: `Sales \| Marketing`

ACCOUNT CODE

Column	Name	Required?	Description	Example
D	Account Code	CONDITIONAL	The Account Code the budget applies to. Must match an existing Account Code exactly. Leave blank only if Column B has a value. Separate multiple Account Codes with commas, or enter ANY for all.	One: `5100` Multiple: `5100, 5200` All: `ANY`

DATE RANGE

Column	Name	Required?	Description	Example
E	Start Date	OPTIONAL	Budget start date in YYYY-MM-DD format. If entered, Column F is also required.	`2024-01-01`
F	End Date	OPTIONAL	Budget end date in YYYY-MM-DD format. Required if Column E has a value. The total date range across Columns E and F must not exceed 18 months.	`2024-12-31`

BUDGET PERIODS & AMOUNTS

Column	Name	Required?	Description	Example
G	Period	OPTIONAL	How the budget is divided. Enter `Monthly`, `Quarterly`, or `Yearly`. Leave blank to apply one budget across the full date range.	`Monthly`
H	Column Period	OPTIONAL	Enter `Yes` if every period has the same budget amount. Enter `No` if each period has a different amount.	`Yes` or `No`
I	Budget Amount	OPTIONAL	The Budget Amount to assign. Up to 2 decimal places. Do not use commas as thousands separators within a single amount. A Budget Amount must be greater than 0: entering 0 or 0.00 causes an import error. To create a tracking category with no Budget Amount, leave Columns E through J blank. If Column H is No, enter one Budget Amount per period, separated by commas, in chronological order.	Single: `12345.67` Per period: `1000, 2000, 3000` Tracking only: (leave blank)

CONFIGURATION

Column	Name	Required?	Description	Example
J	Source of Truth	REQUIRED	Enter `Yes` or `No`. A Source of Truth budget counts toward your organization's total budget. The sum of all Source of Truth budgets should equal your organization's total budget. Enter `Yes` for a primary reporting budget. Enter `No` for a tracking or subset budget.	Primary budget: `Yes` Tracking budget: `No`
K	User	REQUIRED	Comma-separated email addresses of users who get viewing access to this Budget Category on the Dashboard and during approvals. Each must exactly match an address in Settings > Manage Users and is case-sensitive. The ALL keyword isn't supported — list addresses individually.	`jane@company.com, john@company.com`

ACTIONS

Column	Name	Required?	Description	Example
L	Action	OPTIONAL	Leave blank to create a new budget category. If a category with the same name already exists, the row will be ignored. Enter `DELETE` to remove an existing category by name. Enter `UPDATE` to modify an existing category by name.	New: (leave blank) Remove: `DELETE` Edit: `UPDATE`

How Do I Avoid Common Budget Import Errors?

Review this checklist before you upload the CSV file. These five points cause most import errors and unintended results.

Combine duplicate rows. If the same Budget Category Name repeats only because the Department or Account Code changes, list those values in one cell, comma-separated, instead of adding a row for each.
Use one row per Budget Period. If a Budget Category needs different period settings (like different date ranges), enter each as its own row using the same Budget Category Name in Column A.
When a Budget Category spans multiple Locations, add each extra Location as a new row. In those rows, Procurify reads only Column A (Budget Category Name), Column B (Location Name), and Column C (Department Name), and ignores the rest.
The **ANY** keyword must always be uppercase and must include the asterisks on both sides
To combine multiple Account Codes into a single cell, see How to combine all Account Codes into a single cell for CSV Import

How Do I Update an Existing Budget Category?

You only need to include the Budget Categories you're changing. A Budget Category left out of your file is not deleted.

In Column L (Action), enter UPDATE for each row you want to change.
In Column A (Budget Category Name), enter the exact name of the existing Budget Category. Procurify uses this name to find the right entry, so if it doesn't match exactly, the row won't process as intended.
Fill in the remaining columns using the same tables under Importing New Budgets above - the rules are identical whether you're creating or updating.

How Do I Delete an Existing Budget Category?

In Column L (Action), enter DELETE for each row you want to remove, and enter the exact existing Budget Category Name in Column A. All other columns in that row are ignored.

What Happens to Budget Data After Import?

A Budget Category can only have one active budget period, or date range, open at a time.

Budget data only displays in the Budgets tab for its currently active timeline. Procurify displays a Budget Category on Settings > Manage Budgets only for the date range currently entered in Columns E (Start Date) and F (End Date). Once that date range ends, Procurify stops displaying that Budget Category on the Budgets tab. This is a display behaviour, not a deletion, and the previous date range's data typically remains recoverable in Procurify's records.

Historical spend figures remain available in the Budget Spend Breakdown export, regardless of what displays on the Budgets tab. You can retrieve past spend anytime through Settings > Export Data > Budget Spend Breakdown.
You can bring an old period back by re-importing it with its original Start and End Dates. Doing this overwrites whatever period is currently active. It does not display both periods at once, a budget past its End Date still can't be used for new approvals.
Re-importing old dates uses today's attribute values. If a later update changed the Users (Column K), Department, or Account Code, re-importing the old dates won't restore the old attributes — only the spend data in Budget Spend Breakdown reflects the original figures.

How Do I Keep a Record of Every Budget Period in Procurify?

To keep all of your budget history visible in one place, include a row for each period (past, current, and upcoming) in your CSV file using the same Budget Category Name for each. Once imported, you can open any period from Settings > Manage Budgets > edit budget and review previous periods alongside the current one.

Example: Budget .csv file including past periods

All budget period from Settings > Manage Budgets > edit budget

What is Source of Truth?

Source of Truth marks which Budget Categories are your organization's primary, reportable budgets. The sum of all Source of Truth budgets should equal your organization's total budget.

Set a Budget Category as Source of Truth when the Budget Category represents a primary reporting category, such as the total Marketing department budget for 2026. Do not set a Budget Category as Source of Truth when the Budget Category is a subset or tracking category, such as a budget created to track a specific November 2026 Marketing event that is already included in the department budget.