How to upload your client details using an Excel file
From here, you will see all of your client records. To upload a file, click on the Upload records button to start uploading your client information.
Either click on the Upload button or open your file browser by clicking on the hyperlinked button.
Below the file upload button, you’ll find a link to download the template with all the fields to correctly upload your client data.
Click on Download our template and a download will start automatically. Once the file has been downloaded, find it in your computer’s downloads folder and open it. Within the file, you’ll find all the different field titles, as well as two tabs Client details and Values.
Client details and Values
Under the Client Details section, you’ll find all the headings to fill in your client information in one go. Make sure you do not change any of the headings as our system will not be able to detect the information properly.
Under Values, you can find fields as a dropdown menu. These are the default values you should fill in to register your customer details in the systems.
How to fill out the template
Within the Client details tab in the Excel file, enter the information for each of the fields. These include Client details, address details, and individual contact details.
Important: some fields are mandatory, and without entering information within them, the file will not upload correctly. The following fields are mandatory for your file to save: Company.
Company code, Address, City, Country, Contact name are only mandatory if you are adding address information.
Matching existing clients: records are matched by Company code. If a company code in your file already exists in the system, it will be treated as an update to that client rather than a new one. Clients are uniquely identified by their company code.
Removing clients (optional): to delete clients in bulk, add a column called Remove to your file. Set it to Y (or Yes) on any row you want to delete — this will remove the company and all of its contacts. Leave the column empty or set it to N (or No) to process the row normally. The Remove column works in both upload modes, Update and add and Overwrite all, which we’ll explain below.
If you mark a row with Remove = Y but the company code doesn't exist in the system, the row will be skipped and you'll see a notification: "X records were not deleted because the company code doesn't exist."
Once you’ve added your client details, save the file.
Next, go back to the Freightos platform to select your newly saved file.
Upload your file
Select the file from your computer.
You will see if it has been detected correctly, as a green tick will show along with the file name.
Next, choose whether you want to update existing client records, or completely overwrite all existing records.
The Update and add option updates existing clients (matched by company code) with the data in your file and creates any new ones. Existing clients not in the file are kept as-is, and existing contacts are never removed. This is the safe, additive option.
For clients matching by company code, clicking Overwrite all replaces all company details and deletes their existing contacts, then recreates them from your file. New company codes are created as new clients. Clients not in the file are kept as-is.
Important: neither mode will delete clients that are not included in your file. To delete clients in bulk, use the Remove column described above.
Click on Process file to process and upload the file.
Once the upload is complete, a message will appear stating The file has been uploaded successfully. You'll also see a summary of created, updated, and deleted records, along with any warnings (such as rows skipped due to missing company codes).
If you mark a row in your file with Remove = Y but the company code doesn't exist in the system, the row will be skipped and you'll see a notification: "X records were not deleted because the company code doesn't exist."
Your client information will then be visible in the Client management tool. Click on the corresponding client to view the Client details, contact information, and Sales Conditions within the separate tabs.
To edit any of the client details such as address, or any information regarding the contacts, click on the pencil symbol to the right of each.
If you have any questions, click on the chat icon on the bottom right-hand side of the Freightos platform to start a conversation with us.
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