Name three columns Vintage, Producer and Wine name, spelled exactly as the import guide spells them, and save the file as .csv or .xlsx. The quickest way to get that right is Download our template on the upload page, which already has the headings in place.
⚠️ Headings are matched exactly, and there are no alternatives. A heading we do not recognise is ignored without a warning, so a column called Bin or Notes will not come across at all. The guide page puts it plainly: “we will need you to name the columns in your spreadsheet exactly as we have outlined below”.
The three columns you must have
Column | What goes in it | Example |
Vintage | The year on its own — it cannot be buried in the wine name. For a non-vintage wine leave it blank or write | 2013 |
Producer | The winemaker | Caymus Vineyards |
Wine name | The name of the wine, without the producer | Cabernet Sauvignon Special Select |
The optional columns that behave in a particular way
Everything else is optional. Four columns are checked rather than taken as written, and a missing one is a warning you can read and carry on from.
Column | What it accepts | If you leave it out |
Size | One of the bottle sizes InVintory itself uses, spelled the same way — the guide lists them | Every bottle is 750ml |
Quantity | A whole number from 1 to 1000 | Every row is one bottle |
Cellar or fridge name | A storage you already have, named exactly, or a new name — which creates it. Up to 1000 different storages per file | Everything lands in a cellar called My Cellar |
Wine type | One of the types the guide lists, such as | Nothing breaks, but matching gets harder — the guide marks it “Not required but highly suggested” |
Grapes is the other one worth filling in for the same reason. For a blend, write Blend or the varietals separated by commas.
Dates, prices and bin locations
Write dates in a form there is no argument about — 2024-06-12 or Jun 12, 2024. If a date could be read two ways, a Just checking… step asks you to pick the Date format, day first or month first, before anything is imported.
Prices are read as numbers and currency signs are ignored. All of them are assumed to be in the currency set on your account, so if your file mixes currencies you must add a Currency column with a three-letter code on every row.
A Removal date is how you bring in bottles you have already drunk — those rows go to Past bottles instead of into your collection. Leave it blank for anything you still own; a date in the future is ignored.
💡 An import cannot place bottles into 3D positions. Use Custom bottle location to carry your own coordinates across as plain text — one column, any format you like — then place the bottles in VinLocate afterwards.
Where the guide and the template are
Web: app.invintory.com → Import Bottles → Import spreadsheet → Download our template
The guide lists every column with its own worked example, so read it once before you start editing. There is no file picker in the apps — tapping Spreadsheet on iPhone, iPad or Android emails you a link to this page instead.
Next steps
How to import your collection — uploading the file once it is ready
Understanding import wait times — why a spreadsheet is the one source a person reads
How to import your full collection after a partial upload — if you have already added bottles by hand