Importing Timecard Data from CSV or Excel

Importing Timecard Data from CSV or Excel

Overview

The Pre-Bill Module supports importing timecard data from CSV (.csv) or Excel (.xlsx) files. This allows you to bulk-load timecard records — including labor, equipment, and material/subcontract/equipment (MSE) data — without manual entry.

Your spreadsheet columns do not need to match EWBills field names exactly (but it makes it faster if they do). The Import Map lets you connect your column names to the EWBills fields, and you can save that map for reuse.

File Format Requirements

  • Format: Flat file (one row per detail line — see Row Structure below)
  • First row: Column headers (field names)
  • Excel files: Only the first sheet is imported; all other sheets are ignored
  • CSV files: Standard comma-delimited format
  • Any Field that begins with the word Is, is a True/False value. Acceptable options for fields like this are 
    • True - False
    • T - F
    • Yes - No
    • Y - N
    • 1 - 0

Row Structure

Because the file is a flat file, Timecard-level information repeats on every row. Each row represents one detail line — a single laborer, a single piece of equipment, or a single MSE entry.

For example, if three laborers worked on the same job on the same date, that produces three rows, each with the same Timecard information but different employee data:

Timecard Date

Job

Cost Code

Foreman Id

Employee Id

Labor Hours Regular Time

Labor Hours Over Time

12/1/2025

Job-01

CC-100

FORE-01

Emp_ID_1

8

2

12/1/2025

Job-01

CC-100

FORE-01

Emp_ID_2

8

2

12/1/2025

Job-01

CC-100

FORE-01

Emp_ID_3

8

2

Field Categories

Fields are grouped into four categories. The rules for which fields are required depend on the category:

Category

Required Fields Always Required?

Timecard

Yes — always

Labor

Only if importing Labor data

Equipment

Only if importing Equipment data

MSE

Only if importing MSE data

You do not need to include columns for categories you are not using. For example:

  • A file with only Labor data does not need Equipment or MSE columns.
  • A file with only MSE data does not need Labor or Equipment columns.
  • A file with Labor and Equipment does not need MSE columns.

You may mix categories within the same file. A row may contain Labor data, Equipment data, MSE data, or any combination — as long as all required fields for each included category are present.

Fields Available to Import
Required Fields by Category

Timecard (always required)

Field Name

Job

Cost Code

Timecard Date

Timecard Shift

Foreman Id

Labor (required if importing any Labor data)

Field Name

Employee Id

Labor Hours Regular Time

Labor Hours Over Time

Labor Hours Double Time

Equipment (required if importing any Equipment data)

Field Name

Equipment Id

Equipment Hours Regular Time

Equipment Hours Over Time

MSE (required if importing any MSE data)

Field Name

MSE Code

MSE Qty Received

MSE Qty Installed

Complete Field Reference

Field Name

Category

Required

Begin Date

Timecard

End Date

Timecard

Job

Timecard

✔ Always

Job Description

Timecard

Cost Code

Timecard

✔ Always

Cost Code Description

Timecard

Timecard Date

Timecard

✔ Always

Timecard Shift

Timecard

✔ Always

Timecard Card Revision Number

Timecard

Timecard Note

Timecard

Timecard Insp Note

Timecard

Foreman Id

Timecard

✔ Always

Foreman Description

Timecard

Line Type

Timecard

Potential Claim

Timecard

Backcharge

Timecard

Employee Id

Labor

✔ If importing Labor

First Name

Labor

Last Name

Labor

Employee Description

Labor

Pay Class

Labor

Craft

Labor

Wage Level

Labor

Labor Hours Regular Time

Labor

✔ If importing Labor

Labor Hours Over Time

Labor

✔ If importing Labor

Labor Hours Double Time

Labor

✔ If importing Labor

Equipment Id

Equipment

✔ If importing Equip.

Equipment Description

Equipment

Class

Equipment

Make

Equipment

Model

Equipment

Equipment Hours Regular Time

Equipment

✔ If importing Equip.

Equipment Hours Over Time

Equipment

✔ If importing Equip.

Is Delay

Equipment

Is Rental

Equipment

MSE Code

MSE

✔ If importing MSE

MSE Code Description

MSE

MSE Qty Received

MSE

✔ If importing MSE

MSE Qty Installed

MSE

✔ If importing MSE

MSE Date

MSE

MSE Cost Type

MSE

MSE Cost Label

MSE

MSE Invoice No

MSE

MSE Notes

MSE

MSE UM

MSE

MSE Unit

MSE

MSE Unit Cost

MSE

MSE PO Number

MSE

MSE Ref Number

MSE

MSE Vendor

MSE

Importing a CSV or Excel File into the Pre-Bill Module in EWBills

Step 1 — Open the Pre-Bill Module from the main menu.

Step 2 — Acquire Your File (Click 1 - Acquire)

  • Browse for your CSV or Excel file, or
  • Drag and drop the file onto the screen

Note: Previously, the Acquire step only accepted XML files. It now also accepts CSV (.csv) and Excel (.xlsx) files.

Step 3 — Map Your Columns (Import Map)

After selecting your file, the Import Map screen will open. This is where you connect the columns in your spreadsheet to the corresponding EWBills fields.

Auto-matching
If your spreadsheet column names match the EWBills field names exactly, they will be matched automatically — no action needed for those fields.

Manually mapping a column
If your spreadsheet uses different column names than EWBills, map them manually.

How the Import Map works

The screen has three panels:

Panel

Description

1. Select EWBills Column to Match

Lists the EWBills field names. Required fields are marked in red as *Required.

2. Select Import Column to Match

Lists all column headers found in your file, along with any matches already made.

3. Choose Match or UnMatch

Use the Match and UnMatch buttons to confirm or remove a mapping.

Map Your Import:

  1. Click the EWBills Column you want to map (left panel)
  2. Click the corresponding Import Column from your file (center panel)
  3. Click Match

The center panel will show the matched EWBills column name next to your import column.

Removing an incorrect match

  1. Click the Import Column that was matched incorrectly (center panel)
  2. Click UnMatch

The value of column mapping

The Import Map gives you flexibility to manage your spreadsheet however makes sense for your workflow. Your column headers do not need to follow EWBills naming conventions — the map bridges the two. For example, your spreadsheet might have a column called foreman or supervisor_id and you can map either one to the EWBills Foreman Id field.

Step 4 — Save Your Import Definition (Optional but Recommended)

If you plan to import from this same spreadsheet layout more than once — for example, using it as a recurring template — enter a name for the Import Definition so it can be saved and reused.

  • Import Definition Name — Type a name in the field at the top of the Import Map screen. If you leave this blank, the import is treated as a one-time use and no definition will be saved.
  • Description — Optionally, type a description to help identify the map later.

Step 5 — Preview and Confirm

When you are satisfied with your column mapping, click Next >>.

A data preview will display your imported data in the mapped EWBills columns. Review this carefully to confirm your columns are mapped correctly and the data looks as expected.

Click Next >> again to proceed.

If you entered an Import Definition Name, you will be asked whether you want to save the Import Map. Confirm to make it available for future imports. If you left the name blank, no prompt will appear and no definition will be saved.

Step 6 — Return to Pre-Bill and Continue

After completing the Import Map steps, you will return to the main Pre-Bill Module screen. You will see a new entry in the Available List with a timestamp of just now — this is your imported timecard data.

From here, click 2 - Evaluate/Import and continue as you would with a standard XML import.

Importing Again with a Saved Map

Once you have saved an Import Definition, future imports from the same spreadsheet layout are much faster:

  1. Click 1 - Acquire and select or drop your new file
  2. In the Import Map screen, select your saved Import Definition Name from the dropdown at the top — your columns will be matched automatically
  3. Click Next >>, then Next >> again
  4. You're done — proceed to 2 - Evaluate/Import
Editing a Saved Import Definition

If you load a previously saved Import Definition and make any changes — such as adjusting column matches, updating the description, or renaming it — you will be prompted to choose how to save those changes:

  • Update the current definition — overwrites the existing saved map with your changes
  • Save as a new definition — creates a new map and leaves the original unchanged

If you choose Save as a new definition but have not changed the name, you will be prompted to enter a new name before saving. Two definitions cannot share the same name.
Tips and Common Mistakes

  • It's easier to use the EWBillsPreBillTemplate.csv as a starting point - If your column names match those in EWBills, the match is automatic.
  • You can use your own format - Column names don't have to match exactly, you can use the Import Map to connect your column names to EWBills fields.
  • Save your Import Definition if you'll be reusing the same spreadsheet layout — it saves significant time on future imports.
  • Excel users: Make sure your data is on Sheet 1. Data on other sheets will not be imported.
  • Timecard fields repeat per row — this is expected and correct. Do not try to merge or consolidate timecard rows; each detail line must stand alone.
  • Mixing categories on one row is allowed — if a row has both Labor and Equipment data, include all required columns for both categories.
  • Review the preview carefully — the data preview after clicking Next is your best chance to catch mapping mistakes before the data is brought in.

There is a sample .csv file in the Attachments below.

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