Excel shipments

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

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

Important

This feature is not available for users with the Support role.

Before you start

Have the following information ready for each shipment:

• Origin and destination address
• Package measurements and weight
• Description of the contents
• For international shipments: declared value and the product HS code

Note

What is the HS code? It is an international code that classifies the product type for customs. It is required on shipments that cross borders. If you do not have it, the platform will suggest one during import.

How do I access it?

1. Sign in to your Envia.com account
2. Go to Create shipment > Create shipments with Excel.

You will see the Saved files section with the history of files you have uploaded before. At the top right you will find two options:

• Smart Template (recommended): Accepts flexible formats and interprets your file with artificial intelligence.
• Upload Excel file: Traditional template with fixed columns, specific by country.

Note

If this is the first time you use this feature, use the Smart Template. It is simpler and does not require your Excel to have an exact format.

Smart Template (recommended)

Step 1. Download the template

• Click the Smart Template button. The Smart Import modal will open.
• Click Download template and open the file in Excel or any spreadsheet editor.

Step 2. Fill in your shipment data

The template has a single sheet called shipments. Fill in one row per shipment with the following information:

Section	What it includes
Identification	Unique shipment reference
Origin	Complete outbound address
Destination	Complete address, recipient name, company, email, phone
Type	Package number and shipment type (Envelope/Box/Pallet)
Dimensions	Height, width, length, and unit of measure (cm or in)
Weight	Weight and unit (kg or lb)
Contents	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)

Note

Origin address: You can write it in free format. If you leave it empty, the system will use your company’s default address. This is useful when all your shipments leave from the same place.

Note

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

Step 3. Upload the file

Go back to the Smart Import modal 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 will see a summary with:

• Total shipments and packages detected
• Status of each row: ✓ correct or ⚠ with a warning
• HS code suggestions if the system detects unclassified products

If a shipment has a warning ⚠

The shipment is not blocked. You can continue and edit it later from the shipments list. Shipments with a warning are processed the same way; just review them before generating the label.

If you need to correct the file

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

Missing origin address

If any row in your file does not include an origin address, the system will ask you to assign one before continuing. Select one of your saved addresses in the selector that appears in the summary. The Process button will stay disabled until you resolve this.

Note

If you do not have a saved origin address, click Add inside the selector to create a new one from Settings > Addresses.

HS code suggestions

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

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

Tip

Suggested HS codes are an automatic guideline. We recommend verifying them before confirming if you are going to make international shipments.

When everything is ready, click Process.

Step 5. Select the shipping service

You will see the list of all your imported shipments. From here:

• Click Quote on each shipment to see carrier options and their prices, and select the service that works best for you.
• Or select several shipments and quote them in bulk from the bottom bar.

Step 6. Generate your labels

Once you have selected the service:

1. Check the shipments you want to process.

2. Click Generate in the bottom bar.

3. Download your labels with the Download labels button.

   Note

   Generated labels are also available in My Shipments so you can view or download them at any time.

   Note

   In the Saved files section, the status of each batch is shown in X / Y format, where X is the number of labels already generated and Y is the total shipments in the file. While the batch is in process, 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 interprets your file	Fixed columns you must follow exactly
File	Universal for all countries	A different file per country
Requires exact format	No	Yes

Step by step

1. Click Upload Excel file.

2. Download the template for your country. Columns vary by country.

3. Fill in the template with your shipment data.

4. Upload the file to the platform by dragging it to the upload area or selecting it from your computer.

5. Continue from Step 5 of this article to select the service and generate your labels.

   Note

   Always download the template for your country. Using another country’s template can cause import errors, because required columns and fields vary.

   Note

   Inside the downloadable file you will find an Examples folder with manuals in several languages to help you fill in the template correctly.

Frequently asked questions

How many shipments can I import in a file? There is no fixed limit. If you have a high-volume operation and experience slowness, we recommend splitting the file into batches.

What happens if the postal code does not exist in the database? The system uses artificial intelligence to interpret and complete the address automatically with the available information.

Can I make international shipments with this feature? Yes. Make sure to include the HS code for each product. The system will notify you in the import summary if that data is missing.

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

Can I edit a shipment after importing it? Yes. You can modify the data of any shipment from the list before quoting or generating the label.

Related articles

• Generate bulk shipments
• Create a shipping label
• Everything you can do in the My Shipments section