Name three columns Vintage, Producer and Wine name, using those words, 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.
⚠️ Capitals and spacing do not matter — the words do. WINE NAME, Wine Name and wine name are all read as the same heading — case is ignored, stray spaces at either end are trimmed, and a run of spaces in the middle counts as one. What there is no allowance for is a different word: there is no list of alternatives, so a column called Bin or Notes is ignored without a warning and will not come across at all.
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. Most of it is checked rather than taken as written — size, quantity, cellar, wine type, both dates, the price and the currency all are. A value we cannot read at all is an error you have to go and fix. Leaving Size, Quantity or Cellar or fridge name empty is only a warning, which you can read and carry on from.
Column | What it accepts | If you leave it out |
Size | The volume, written however you like — | 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 happens at all — not even a warning. But matching gets harder, which is why 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. A price with no currency against it is taken to be in the currency set by the collection’s owner — which is not yours if you are importing into somebody else’s collection. So if your file mixes currencies, add a Currency column with a three-letter code on every row. Leaving it out is a warning rather than an error, and you can carry on past it, but every price will then be recorded in the owner’s currency.
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.
💡 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