Excel shipments

Do you have 10, 50, or hundreds of shipments to send? Entering them one by one takes too much time.

With the Excel import feature, you can prepare your entire list in a spreadsheet and upload it to the platform all at once. The system reads your file, automatically validates the addresses, and shows you a summary before you confirm, so you can review everything before generating your shipping labels.

ℹ️ This feature is not available to users with this role Support.

Before You Begin

Have the following information ready for each shipment:

• Sender and recipient addresses
• Package Dimensions and Weight
• Description of contents
• For international shipments: declared value and HS code for the product

ℹ️ What is the HS code? This is an international code that classifies the type of product for customs purposes. It is required for shipments crossing borders. If you don't have one, the platform will suggest one during the import process.

How do I access it?

1. Log in to your Envia.com account
2. Go to Create Shipment > Create Shipments Using Excel.

You'll see the section Saved files with the history of files you've uploaded previously. In the upper-right corner, you'll find two options:

• Smart Template (recommended): It supports flexible file formats and uses artificial intelligence to analyze your file.
• Upload Excel File: Traditional template with fixed columns, specific to each country.

ℹ️ If this is your first time using this feature, use the Smart Template. It's simpler and doesn't require your Excel file to be formatted in a specific way.

Smart Template (recommended)

Step 1. Download the template

• Click the Smart Template. The Smart Import modal will open.

• Click "Download Template" and open the file in Excel or any spreadsheet program.

Step 2. Enter your shipping information

The spreadsheet has a single sheet named "shipments." Fill in one row per shipment with the following information:

Section	What's Included
Identification	Unique shipment reference number
Origin	Full shipping address
Destination	Full address, recipient's name, company, email, phone number
Type	Package number and shipping method (On/Box/Pallet)
Dimensions	Height, width, length, and unit of measurement (cm or in)
Weight	Weight and Unit (kg or lb)
Content	Description of the package contents
Product	SKU and quantity
Values	Declared value and currency
Charges	Insurance and cash-on-delivery amount, if applicable (1 = Yes, 0 = No)

ℹ️ Sender Address: You can enter it in any format. If you leave it blank, the system will use your company's default address. This is useful when all your shipments are sent from the same location.

ℹ️ Multiple packages in a single shipment: Use the same number in the # Package column to group products into a single physical package. Change the number to indicate a different package within the same shipment.

Step 3. Upload the file

Return to the mode of Smart Import and drag your file to the upload area, or click to select it from your computer. The system will process the file automatically.

Accepted formats: .xls and .xlsx

Step 4. Review the import summary

Before confirming, you'll see a summary that includes:

• Total number of shipments and packages detected
• Status of each row: ✓ correct or ⚠ warning
• HS Code Suggestions if the System Detects Unclassified Products

If a shipment has a warning ⚠

The shipment isn't on hold. You can proceed and edit it later from the shipment list. Shipments with warnings are processed the same way; just review them before generating the shipping label.

If you need to correct the file

Click ← Back to return to the upload screen and upload an updated version without closing the workflow.

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Missing source address

If any row in your file does not include a source address, the system will ask you to assign one before continuing. Select one of your saved addresses from the drop-down menu that appears in the summary. The button Process It will remain disabled until you resolve this issue.

ℹ️ If you don't have a saved origin address, click Add within the selector to create a new one from Settings > Addresses.

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HS Code Suggestions

If the system detects products without an HS code, it will display a table with automatic suggestions. You can:

• Click on Use in each row to accept the suggestion individually.
• Click on Use all to accept all suggestions with a single click.

The suggested HS codes are for reference only. We recommend that you verify them before confirming any international shipments.

When everything is ready, click Process.

Step 5. Select the shipping service

You'll see a list of all your imported shipments. From here:

• Click Quote For each shipment, review the shipping carrier options and their prices, and select the service that best suits your needs.
• Or select multiple shipments and get a bulk quote from the bottom bar.

Step 6. Create your guides

Once you've selected the service:

1. Check the shipments you want to process.
2. Click Generate on the bottom bar.
3. Download your guides by clicking the button Download guides.

ℹ️ The generated guides are also available at My Shipments so you can view or download them at any time.

ℹ️ In the section Saved files, the status of each batch is displayed in the following format X / Y, where X is the number of guides already generated, and Y This is the total number of submissions in the file. While the batch is being processed, the status appears in orange.

Traditional template

Use this option if you already have an established process or need compatibility with another system.

	Smart Template	Traditional template
Format	Flexible: the system parses your file	Fixed columns that you must follow exactly
Archive	Universal for all countries	One file per country
Requires exact formatting	No	Yes

Step by Step

1. Click Upload Excel File.
2. Download the template for your country. The columns vary by country.
3. Fill out the form with your shipping information.
4. Upload the file to the platform by dragging it into the upload area or selecting it from your computer.
5. Continued from the Step 5 in this article to select the service and generate your shipping labels.

ℹ️ Always download the template for your country. Using a template from another country may cause errors during import, since the required columns and fields vary.

ℹ️ Inside the downloadable file, you'll find an "Examples" folder containing manuals in various languages to help you fill out the template correctly.

FAQ

How many shipments can I import in a single file? There is no set limit. If you're running a high-volume operation and experience slow performance, we recommend splitting the file into batches.

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What happens if the ZIP code isn't in the database? The system uses artificial intelligence to interpret and automatically complete the address based on the available information.

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Can I ship internationally using this feature? Yes. Be sure to include the HS code for each product. The system will notify you in the import summary if this information is missing.

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Can I upload the file multiple times? Yes. Each file is saved in the history along with its status. You can view it again or upload a corrected version whenever you want.

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Can I edit a shipment after importing it? Yes. You can edit the details of any shipment from the list before getting a quote or generating the shipping label.