Skip to content
PropStax Help

Upload a spreadsheet

This is the higher-fidelity of the two import modes: one row per account, so each one keeps its own size, dates, costs and outcome. It is worth the effort when the per-account detail matters to you. If it doesn’t, bulk-create is faster.

Steps

  1. Go to Upload in the sidebar and stay on the Prop tab.
  2. Choose Upload a spreadsheet.
  3. Pick the broker the accounts belong to. The broker is locked for the whole upload — you can’t mix brokers in one spreadsheet. Run Upload once per broker; a row whose Broker column names a different broker stops the upload before anything is imported. (In a Financials download, only the chosen broker’s sheet is read, so the other brokers’ sheets don’t count.)
  4. Click Download template. PropStax generates an .xlsx tailored to your broker, with the right account types, statuses, and data feeds already set as dropdowns.
  5. Fill in the template. Each row is one account; the template’s Instructions sheet shows an example of each sheet.
  6. Drag the file onto the drop zone, or click to pick it from your file picker.
  7. Review the parsed preview. Any errors are flagged inline.
  8. Click Import to create the accounts.

What the template includes

The template has three sheets:

  • Instructions — how to fill in the other two, with an example of each. Nothing on this sheet is imported.
  • Accounts — one row per account with columns for account ID, account type (eval/funded), data feed, status, account size, Profit Target, cost, drawdown rules, Date Activated, and Date Ended (the single terminal date — when the account passed, was blown, closed, or expired). Status must be a terminal one: blown, closed, passed, or expired. Active accounts come in through sync, not import.
  • Withdrawals — one row per payout. Optional. Skip the sheet if you’re only logging accounts. A payout belongs to a funded account: a row whose account is an evaluation isn’t imported, and the last step of the upload lists it.

An account can have more than one cost. To log several dated charges (for example a monthly subscription), repeat the account’s row once per charge — same account ID, a different Cost and Date Activated on each row. Each row is its own charge, so two charges on the same date are kept as two. A Cost on a row with no Date Activated takes the start date of an account you already track, when it has one; otherwise it is saved with no date, which counts in your lifetime totals and in no month.

The UPLOAD- in front of an account’s ID

A new account is saved with UPLOAD- in front of its ID, so 12345 becomes UPLOAD-12345. The review step shows this with one of your own IDs before you import.

It keeps an uploaded account apart from one a broker connection brings in under the same ID. In a later upload, 12345 and UPLOAD-12345 both find the account, on Accounts and on Withdrawals.

To show a different name, rename the account.

Edit and re-upload your own export

The Financials file from Settings → Privacy (a targeted download, or the one inside Download everything) has one sheet per prop broker, in this template’s columns, and a Payouts sheet. You can download it, edit the rows, and upload it back through Import:

  • Pick the broker, then upload the whole file. PropStax imports that broker’s sheet and its rows on Payouts, and the preview names what it left out.
  • To bring back another broker, run Upload again and pick that one.

Its Summary, Broker costs, Ledger and Recurring sheets are there to read and aren’t imported, and the other files in Download everything aren’t imported at all. Only terminal accounts (passed, blown, closed, or expired) re-import; active accounts keep coming through sync. Re-uploading the same file won’t duplicate costs or payouts — PropStax recognizes charges and payouts it already has and skips them. A charge or payout whose amount or date you change in the file comes in as a new entry, and the old one stays until you delete it.

Errors

Common parse errors:

  • Missing required fields (account ID, account type, data feed, status).
  • Invalid status for the account type — for example, a Funded account marked “Passed”: you pass an evaluation, not a funded account. An evaluation can be passed, blown, expired or closed; a funded account is blown or closed.
  • Date format mismatches.

The preview shows up to 8 errors at once with a “+X more” note showing the count of additional errors. Fix the spreadsheet and re-upload.