Use our bulk import functionality to quickly digitize and list your inventory on Rheaply. Whether you’re building your catalog from scratch or already have an existing spreadsheet, this tool helps you organize and publish multiple listings efficiently.
This article is helpful if:
You are listing multiple items on the platform
You already have or plan to catalog multiple items.
Who can do this?
Admins
Listing managers
Where is it done?
Create > Listings > Import listings
Prepare your import
Navigate to Create > Listing > Import.
Download our spreadsheet template.
Decide which fields to capture during inventorying (e.g., Title, Condition, Quantity) and which to edit later (e.g., Listing manager, Pickup location).
If collaborating, assign roles (e.g., photographer, spreadsheet editor, estimator).
Use a new row for each item in your spreadsheet.
Reminders:
You must upload a CSV file (up to 500 rows at a time).
Required fields: Title, Category, Condition, Location (check your org’s template).
Use in-sheet tooltips or Excel dropdowns to guide your entry.
Import listing photos via Image URL
You can now upload photos as part of your import by including an Image URL column in your spreadsheet.
Simply add a public image URL to the Image URL column.
For each listing, paste a direct link to an image (ensure it ends in .jpg, .png, etc.).
On import, Rheaply will automatically attach the photo to the listing.
Notes:
This saves time by eliminating the need for manual upload later.
Only publicly accessible URLs will be accepted. Consider using a shared Google Drive or an image hosting service.
Map your fields
After uploading your CSV file with all your listings, you’ll have a chance to map your column headers to the listing fields in Rheaply. This can be especially useful if you’re importing your inventory from another tool or an existing spreadsheet.
Once you finalize your upload, we will auto-match recognized columns.
Review matches and adjust using the dropdown menus.
To ignore a column, click the X icon.
To add an ignored column, click the + icon.
Click Next when done.
If you used our import template exactly, you can skip this step.
Finalize and edit your listings
After import, use the table view to finish setting up your listings:
Use Filter by rows with errors to identify incomplete listings.
Use checkboxes to select multiple listings.
Click the Edit icon to update multiple fields at once.
Use the sparkles icon to apply AI-powered Suggestions for:
Category
Description
Replacement cost
Weight
Once you’re done, just click Publish and you’re listings will go live.
You can now manage, edit, or share your published listings from the Selling > Listings page.
Add photos manually
If you didn’t use Image URLs, you can upload photos during this step:
Click the photo icon to add images or files.
Upload from your computer.
Tips:
Match filenames to listing titles to speed up pairing.
You can add multiple photos per listing.
Use AI Suggestions during import
Save time by applying Rheaply’s AI-powered Suggestions directly during the import process.
Select listings with missing values in Category, Description, Replacement cost per unit, or Weight per unit.
Click the sparkles icon in the toolbar to open the Suggestions tool.
Rheaply will analyze your listings and generate recommended values.
Review each suggestion and choose to Apply or skip as needed.
Tips:
Suggestions will only fill in empty fields—they will never overwrite existing data.
This feature works best when listings include descriptive titles and details.
You can use Suggestions on individual listings or in bulk at any time before publishing.
Delete listings in your import
Need to remove listings before publishing?
Select the listings using checkboxes.
Click the Delete icon (trash can).
Confirm your selection. This cannot be undone.
Resume or restart an import
If you exit mid-process, your progress will be saved on your device, and you can simply click the Continue your import button when you return.
Click Start over to erase all current progress and begin again.
Tips for organizing your spreadsheet
Title: use the title to describe your listing. You can add more detailed information to the description. Check out our help article for tips on how to title your listing.
Listing manager: include the email address of the person you would like to mark as the listing manager. If you leave that cell blank, you will be assigned as the listing manager. If you want to add multiple listing managers for a single listing, you can enter multiple emails separated by commas.
Category: the category must be an exact match to upload correctly. You can also choose to select a category at the “finalize your import” step.
The valid options for categories for your organization will be listed on the ‘Categories’ tab of the spreadsheet. You will need to use those values exactly in the column in your upload.
When opening the Excel template in Excel, you will have drop-downs automatically created for you in the columns. If you open the spreadsheet in another application, such as Google Sheets, these cells may not have drop-downs.
Condition: condition must be an exact match to upload correctly. The valid options for condition are included in the drop-down of the Excel version of the spreadsheet template. The valid options for condition are:
New
Used - Like new or open box
Used - Good
Used - Acceptable
For parts or not working
Refurbished.
Asset Tag: a barcode or serial number that some organizations use to track high-value equipment. This can be utilized in a manner that is tailored to your organization's specific needs.
Description: details about the item being posted. This could include specifics about the item's condition, its intended use, technical specifications, or any other information deemed relevant to the buyer. It can consist of basic HTML tags and formatting to organize the content and improve readability.
Sharing: if relevant to your organization, choose the group to which you want your listing to be visible. The valid options are included in the drop-down of the spreadsheet template and must be entered exactly as they appear on upload.
Tags: descriptive words or phrases that can help members of your organization find your listing when they use filters or search the platform using keywords. Use a comma between tags if you would like to include more than one tag.
Pickup Location: the location must be an exact match to upload correctly. You can also choose to select a location at the “finalize your import” step.
The valid options for locations for your organization will be listed on the ‘Locations’ tab of the spreadsheet. You will need to use those values exactly in the column in your upload.
When opening the Excel template in Excel, you will have drop-downs automatically created for you in the columns. If you open the spreadsheet in another application, such as Google Sheets, these cells will not have drop-downs.
Pricing Format: if relevant to your organization, choose whether you want the listing to be available via Offers or Buy Now.
Price Per Unit: how much each unit will cost to purchase on the platform. Leave blank or enter “0” or “$0.00” if the price is free. Typing out the ‘$’ is optional.
Replacement Cost Per Unit: refers to the value of each unit if it were to be purchased new, helping your organization determine cost savings from reuse.
Quantity: the number of single units of a particular item that are available for a transaction.
Count Per Unit: if the item you are posting has multiple items per unit (like a box of 10 pens), this value is the amount contained per unit (10 pens). In other words, if the item you are posting comes in packs of 10, you would set this count to 10.
Weight Per Unit: the weight of each unit. This metric helps your organization to track how much weight you have diverted from the landfill.
Weight Unit: choose the unit of measurement to use for weight. You must select one of the following options: lbs, g, mg, kg, µg, or ton.
Expiration Date: If you want your listing to expire on a specific date, enter it here in MM/DD/YYYY format. If you don’t want to have an expiration date, you can leave this field blank.
Notes: this is an Admin-only feature, where an Admin can add notes about a particular listing
Have additional questions about this feature? Email help@rheaply.com.