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Import Expenses: How to Import From an Excel File

Learn how to bulk import expenses into PSOhub using the Excel import template

Published: 1 June 2026

Audience

  • Admin

Objective

This article explains how to import expense entries into PSOhub in bulk using the Excel import template. Use this method when migrating historic expenses from another tool into existing PSOhub projects.

Prerequisites

You must have Admin access in PSOhub. 

 Your expenses import file must be prepared and ready to upload.
        See Import Expenses: Preparing your import file for guidance on filling in the                            template correctly.

All projects, contract lines, expense categories, and team members referenced in                 your import file must already exist in PSOhub.

Steps

  1. Navigate to Time & Expenses and select Expenses.
  2. Click Import.
  3. Click inside the upload box and select your completed import file or drag it into the upload area. The file must be in .xlsx format.
  4. Review the imported rows in the preview grid. Check for any validation errors before proceeding.
  5. Click Import expenses.
  6. Review the confirmation message and click Proceed.
  7. Click OK to complete the import.

💡 Tip: Before importing your full file, test with a small selection of rows first — typically 3            to 5 entries. This lets you verify that the data imports correctly before committing to                the full dataset.

Result

Your expense entries are created in PSOhub and will appear immediately in the Expenses list, linked to their respective projects and contract lines.

If any rows contain errors, PSOhub will indicate which information is incorrect or missing. Correct the affected rows in your file and re-import.

Next Steps

✅ Migrate to PSOhub
Return to the migration guide to track your progress and complete the remaining steps.
Migrate to PSOhub: How to bring your data across

✅ Import Hours: How to import hours from an Excel file
With your expenses in place, import time entries associated with your projects.
Import Hours

✅ Import Projects: How to import projects from an Excel file
If you haven't already migrated your project data, use the project import to bring historical projects into PSOhub.
Import Projects

FAQs and Troubleshooting

An expense entry was imported but is not linked to the correct project. Why?
The project name and project number in your import file must match an existing project in PSOhub exactly, including capitalization and spacing. Check for differences and re-import the affected rows.

An expense entry is missing its category. Why?
Expense Category is a mandatory field. If it was left blank in your import file, the entry will not import correctly. Ensure every row has a valid expense category that matches an existing category in PSOhub exactly.

The import failed after I uploaded my file. What should I check?
Confirm that the column headers in your file match the original template exactly. Do not rename, remove, or reorder any columns. Re-download the template and copy your data into a fresh copy if needed.

Can I import expenses for a user who is not yet in PSOhub?
No. The user must already exist in PSOhub before you can import expenses on their behalf.

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