> ## Documentation Index
> Fetch the complete documentation index at: https://www.carstoragesoftware.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Import vehicles and photos from a spreadsheet
> Bring an existing vehicle list into Car Storage Software in bulk instead of typing each car one at a time.
Use this guide when you already have vehicle information in a spreadsheet **and** you may also have a ZIP file of historical photos. Importing saves hours of typing and helps your team start with accurate records on day one.
**Which import guide should I use?**
* **Spreadsheet only** — follow [Import vehicles from a spreadsheet](/docs/cars/import-vehicles-from-a-spreadsheet).
* **Spreadsheet plus a photo ZIP** — stay on this page. Create the car records first, then upload photos on the **Photo ZIP** tab.
## What you will accomplish
You will upload a vehicle spreadsheet, match each column to the correct field, review a preview, and create many car records at once. You can also import a ZIP file of historical photos so older intake images appear on the right vehicles.
**Expected outcome:** New vehicles appear on the [Cars page](https://www.carstoragesoftware.com/dashboard/cars) with make, model, year, VIN, customer links, and other details filled in from your file.
## When to use import instead of Add a car
* You are onboarding dozens or hundreds of vehicles from a legacy system or Excel file.
* Your team already keeps a master vehicle list with VINs, plates, and customer emails.
* You have folders of historical photos organized by customer ID, car ID, or VIN.
For one vehicle at a time, use [Add a car](/docs/cars/add-a-car) instead. Import is for bulk work.
**Import customers first when you can**
Cars link to customer records. If your spreadsheet includes **Customer Email**, the import can connect each vehicle automatically. When possible, import customers first with [Import customers and cars from a spreadsheet](/docs/contacts/import-customers-and-cars), then import vehicles.
## Before you start
* Save your vehicle list as **CSV**, **XLS**, or **XLSX**.
* Put each vehicle on its own row. Use clear column names such as **Year**, **Make**, **Model**, **VIN**, **License Plate**, and **Customer Email**.
* Download the car template from the import page if you are unsure which columns to include.
* Confirm you can sign in to the dashboard and open [Import Data](https://www.carstoragesoftware.com/dashboard/import) from the left sidebar.
*Open [Import Data](https://www.carstoragesoftware.com/dashboard/import). The page has separate tabs for customers, vehicles, events, and photo archives.*
## Step 1: Open the Cars import tab
In the left sidebar, click **Import Data**, or go directly to [Import Data](https://www.carstoragesoftware.com/dashboard/import).
**Expected result:** The page title says **Import Data** and you see tabs across the top.
Click the **Cars** tab (the tab with the car icon).
**Why this matters:** The **Customers** tab is for people. The **Cars** tab is for vehicles. Using the wrong tab will not create car records.
Click **Download** on the **Download car template** card. Open the file to see recommended column names.
**Expected result:** You have a sample CSV with headers such as Year, Make, Model, VIN, and Customer Email.
*The **Cars** tab includes a template download and a file picker for your spreadsheet.*
## Step 2: Upload your vehicle spreadsheet
Below the template card, click the file picker.
Select your CSV, XLS, or XLSX file from your computer.
After the file loads, the page shows how many rows were found.
**Expected result:** You see a number such as "50 rows found." If the count is zero, check that your file has data rows—not only header names.
## Step 3: Match spreadsheet columns to vehicle fields
After the file loads, you will see a mapping area. **Mapping** means telling the system which spreadsheet column belongs in each vehicle field.
*Review every field before you import. Match each **Database field** on the left to the correct **Spreadsheet column** on the right.*
If your column names are close to the template (for example **Year** and **Make**), click **Auto-Map Columns** to fill in matches automatically.
**Why this matters:** Auto-map saves time, but you should still scroll through the list to confirm nothing important was skipped.
At minimum, connect:
* **Make**, **Model**, and **Year** when your file has them
* **VIN** when you track VINs (the system can try to fill missing make/model/year from the VIN)
* **Customer Email** when you want each car linked to the right owner
**Expected result:** Every field you care about has a spreadsheet column selected—or is intentionally left blank.
Scroll to advanced fields if your spreadsheet includes insurance dates, tire pressure, tags, location names, or external IDs from your old system. Connect only the columns you actually use.
**Tip:** You do not need to map every field. Extra spreadsheet columns can stay unmapped.
Use the preview step (when shown) to spot obvious mistakes—wrong year in a VIN column, swapped make and model, or missing customer emails.
**Expected outcome:** The preview rows look like real vehicles your team would recognize.
Click the button to start the import (wording may say **Import** or **Create records**). Wait until the page confirms success.
**Expected result:** New vehicles appear on [Cars](https://www.carstoragesoftware.com/dashboard/cars). Search for a VIN or customer name to confirm.
**What if a VIN is missing make or model?**
The import can attempt **VIN decode** to fill year, make, model, color, and trim when a valid VIN is present. Rows still import even when decode fails—you can fix details later on the car record.
## Step 4 (optional): Import historical photos from a ZIP file
If you have folders of older intake photos, you can attach them in bulk after vehicle records exist.
On [Import Data](https://www.carstoragesoftware.com/dashboard/import), click the **Photo ZIP** tab.
**Expected result:** You see instructions for folder naming and an upload area.
Name folders so the system can match photos to the right car. Common patterns include:
* Customer ID and car ID folders (for example `0003/001/`)
* Folders named by **VIN**
**Why this matters:** Clear folder names prevent photos from landing on the wrong vehicle.
Choose your ZIP file and wait for processing. HEIC images from iPhones are converted automatically.
**Expected result:** Photos appear on the matching car records under **Latest Photos** and in the full photo gallery. See [Manage vehicle photos](/docs/cars/manage-vehicle-photos).
*Use **Photo ZIP** when you have archived intake folders—not for photos you are taking live today (use [Start a car session](/docs/cars/start-a-car-session) for new photos).*
## After import: confirm records look right
* Open [Cars](https://www.carstoragesoftware.com/dashboard/cars) and search for a few imported VINs or customer names.
* Open a car record and confirm the customer link, plate, and insurance dates look correct.
* Assign parking spots with [Move a car](/docs/cars/move-a-car) when vehicles are physically on site.
* Attach service plans with [Assign service plans on a vehicle](/docs/cars/assign-service-plans-on-a-vehicle) when your facility uses recurring care packages.
## Common mistakes to avoid
* Do not import cars before customers exist when you rely on **Customer Email** to link owners—create customers first or include emails that will match.
* Do not skip the mapping review. A column mapped to the wrong field can put license plates in the wrong place.
* Do not upload a photo ZIP before car records exist—the folders need matching vehicles in the system.
* Do not run import twice with the same file unless you intend to create duplicate records. Search first to see if a VIN already exists.
## Troubleshooting
**Cars imported but no customer is linked**
Check that **Customer Email** was mapped and that each email matches an existing customer in [Contacts](https://www.carstoragesoftware.com/dashboard/contacts). Import customers first, then re-import or link cars manually on each record.
**The row count is zero**
Open the spreadsheet and confirm it has data rows below the header line. Save again as CSV and re-upload.
**Photos did not attach from the ZIP**
Confirm folder names match your external IDs or VINs. Open one car record and check **Latest Photos**. If still empty, verify the ZIP structure matches the on-screen instructions.
## What to do next
* For day-to-day additions after migration, use [Add a car](/docs/cars/add-a-car).
* To find imported vehicles quickly, use [Find and filter cars](/docs/cars/find-and-filter-cars).
* To fix details on one record, use [View and edit vehicle details](/docs/cars/view-and-edit-vehicle-details).
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