How to Import Gift Cards from a Spreadsheet on Shopify

To import gift cards from a spreadsheet into Shopify, prepare a CSV or XLSX file with columns for amount, recipient email, and optional notes. Upload the file through a bulk creation app like BatchCard, review the validation results, and confirm. The app creates all gift cards at once and captures every code.

This approach makes sense when you need to import a list of 200 employee rewards, migrate codes from another platform, or create cards from a client-provided spreadsheet. Here's how to prepare your file and run the import without errors.

When to Use Spreadsheet Import

Spreadsheet import makes sense in a few specific scenarios:

• Large batches from existing data. An HR team sends you a list of 500 employees with names, email addresses, and gift card amounts. Instead of typing each one, import the file directly.
• Migration from another platform. You're switching from a different gift card provider and need to recreate your existing codes in Shopify.
• External data sources. Your CRM, loyalty platform, or marketing tool exported a list of recipients who should receive gift cards.
• Predetermined values. You need cards with different denominations in the same batch, like $25 for part-time staff and $50 for full-time staff.

If all your cards have the same value and you don't have external data to import, creating them directly through the bulk creation form is faster than preparing a spreadsheet.

Preparing Your File

The most common issues with spreadsheet imports come from file preparation. Get this right, and the import itself takes seconds.

File Format

Save your file as CSV or XLSX. Both Excel and Google Sheets can export to either format:

• Excel: File > Save As > choose "CSV (Comma delimited)" or keep as .xlsx
• Google Sheets: File > Download > Comma-separated values (.csv) or Microsoft Excel (.xlsx)

BatchCard accepts both CSV and XLSX files. If using another import tool, check which formats it supports.

Common Columns

A typical gift card import file includes these columns:

The exact column names depend on your import tool. Check the CSV format reference for the specific headers your tool expects.

Tips for Clean Data

Currency formatting. BatchCard strips currency symbols automatically, so both $25.00 and 25.00 work. If importing into a different tool, use plain numbers.

Check email addresses. If you're including recipient emails, validate them before importing. A typo in an email address means that gift card never reaches the intended person, and you might not notice for weeks.

Use consistent values. If some rows have 25 and others have 25.00, that's usually fine. But mixing formats like $25 and 25.00 in the same column will cause problems.

Watch for hidden characters. Copying data from PDFs, websites, or formatted documents sometimes introduces invisible characters. If your import fails on a row that looks correct, try retyping the problematic cells manually.

Keep it simple. Only include the columns you need. Extra columns won't necessarily cause errors, but they add confusion. A clean, minimal file imports faster and is easier to troubleshoot.

What to Check Before Importing

Before you click import, run through this checklist:

Row Count

Count your data rows (excluding the header). Does this match the number of gift cards you expect to create? An accidental blank row at the end or a missing row in the middle is easier to catch now than after import.

Value Verification

Spot-check amounts across your file. Look at the first row, the last row, and a few in the middle. Confirm the values are correct and reasonable. A misplaced decimal ($250 instead of $25) creates a real financial problem once the gift card exists.

Total Liability

Add up all the gift card values in your file. This is the total gift card liability you're about to add to your Shopify store. Make sure this number aligns with what you've budgeted or approved.

Duplicate Check

If your file includes email addresses, check for duplicates. Sending two gift cards to the same person might be intentional (if they earned both), but it's often a data error.

Test with a Small Batch

If this is your first import or you're working with a new data source, import just 5-10 rows first. Verify everything looks correct, then import the rest. It's much easier to delete a test batch of 5 cards than to untangle a bad import of 500.

After the Import

Once your import completes:

1. Verify the count. Confirm the number of created gift cards matches your file's row count.
2. Spot-check codes. Look at a few gift cards to verify the values are correct.
3. Export a backup. Export your codes immediately after importing. This gives you a complete record with the full codes that Shopify won't show you later.
4. Check delivery status. If you included email addresses, confirm that delivery emails were sent successfully.

Troubleshooting Common Issues

"Invalid CSV format" error: Open your file in a plain text editor (not Excel). Check that values are separated by commas and each row is on its own line. Sometimes Excel saves with semicolons instead of commas depending on your locale settings.

Rows skipped or failed: The import tool should tell you which rows failed and why. Common causes: missing required fields, invalid email format, or amounts outside allowed ranges.

Wrong amounts imported: Double-check your currency format. Some locales use commas for decimals (25,00 instead of 25.00). Use periods for decimal separators in CSV files.

Import features vary by app. See how BatchCard compares to Gift Card Hero on spreadsheet import, column mapping, and supported formats. For more details on file format requirements, see the CSV format reference. If you're importing for an employee rewards program or corporate gifting, check out the complete employee programs guide for planning and distribution tips. If you're ready to try it, BatchCard's CSV import feature handles spreadsheet imports with validation and error reporting for each row.