While Sastrify thrives on automated integrations, the Tools and Spend Importer is the perfect flexible alternative for organizations that manage their SaaS stack via spreadsheets or specialized accounting exports (e.g., DATEV, Spendesk, Pleo, or Brex).

Two Ways to Import

Before you begin, identify which type of data you are uploading:

1. Subscription List: Best for migrating your existing SaaS tracker (Excel/Google Sheets) into Sastrify to build your initial Tool Stack.

2. Accounting Data: Best for pulling spend details from your ERP or accounting software to track historical costs in Sastrify.

Step-by-Step Import Guide

Step 1: Upload & Map

1. Go to Inventory > Tool Stack > Actions > Upload.

2. Drag and drop your file. Sastrify supports XLS(X), CSV, TSV, XML, or JSON.

3. Match the headers in your file (e.g., "Supplier Name") to the required Sastrify fields (e.g., "Vendor").

4. Use the Sastrify templates (linked at the bottom of this article) to skip the mapping step entirely.

5. Review your entries. This step allows you to make any necessary data or value adjustments or to correct any errors found by the importer.
6. Click "Complete Upload" to finalize step 1.

Step 2: Vendor Matching

1. Match the vendors from your file to Sastrify’s global database of 20,000+ products.
2. Manual Match: If a vendor name in your file (e.g., "Zoom.us") isn't automatically recognized, use the dropdown menu to find the correct match.
3. Custom Tools: If a tool isn't in our database, you can choose to create a "Custom Subscription."
4. Click "Complete Review" to finalize step 2.

Step 3: Confirm & Import

1. Review your data for any errors flagged by the system.
2. Click Confirm and Import. The process may take a few minutes depending on file size. You will be redirected to your updated Tool Stack once finished.

Required Data Fields & Formatting

To ensure a successful upload, please format your data according to these rules:

* Although the US format is the default format of the platform, the importer also accepts an alternative format, such as the EU/DE currency format.

Pro-Tips for a Clean Import

• Format Dates First: Most import errors are caused by incorrect date formats. Ensure your spreadsheet columns are set to DD.MM.YYYY before exporting to CSV.
• Accounting Exports: If you are exporting from a tool like DATEV or Moss, do not delete columns even if they are empty; Sastrify's mapper often recognizes the standard export structure.
• One Step at a Time: If you have a massive file (thousands of lines), try uploading a small "test batch" of 5–10 rows first to ensure your mapping is correct.

Frequently Asked Questions

Please refer to the Tools and Spend Importer FAQ page for a complete list of frequently asked questions