How to Import Orders into Shopify: Complete Guide

• Rahul
• import orders shopify
• shopify order import

How to Import Orders into Shopify: Complete Guide

Published 02 Jan 2026 • Updated 02 Jan 2026

Introduction

Importing orders into Shopify saves you time and reduces errors when dealing with a large volume of orders. Whether you're migrating from another platform, managing sales across multiple channels, or consolidating orders from different brands into a single fulfilment system, order import helps you maintain accurate records and a single source of truth for all your orders.

Common scenarios where importing orders is essential include:

• Migrating the store from another platform to maintain the order history
• Managing multi-channel sales from marketplaces like Amazon, eBay and similar channels from one central place
• Importing orders from offline sales, business-to-business transactions or wholesale accounts
• Multiple storefronts or brands that require unified fulfilment

In this article, we will walk through the step-by-step process of importing an order into your Shopify store.

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Understanding Shopify's Order Import Requirements

When it comes to importing orders into Shopify, there's a bit of a catch: Shopify doesn't natively support bulk order imports through its admin panel. The good news? There are plenty of third-party solutions and API-based approaches that make this totally doable. With the right preparation, it's actually pretty straightforward.

Whether you're using a dedicated app like Matrixify or EZ Importer, building a custom API integration, or using a migration tool, you'll need to prepare your data with certain essential fields. Getting these right from the start will save you headaches and prevent import failures down the road.

Core Required Fields

These fields are the bread and butter of any order import—you'll need them no matter which method you choose:

Order Identification

• Order ID/Name – A unique identifier for each order (must be unique within your store)

Product Information

You'll need at least one of these to identify the product:

• Product ID
• Product Handle
• SKU (Stock Keeping Unit)
• Variant ID
• Variant Barcode

Customer Details

• Customer Email (this is the main way to link orders to existing customer accounts)
• First Name and Last Name
• Customer Phone (optional but recommended)
• Customer ID (if you're linking to pre-existing customer records)

Order Transaction Details

• Line Item Quantity
• Line Item Price
• Order Status (e.g., Paid, Unpaid, Fulfilled, Unfulfilled)
• Order Date/Created At timestamp
• Currency code (e.g., USD, GBP, EUR)

Addresses

Both shipping and billing addresses should include:

• Address Line 1
• Address Line 2 (optional)
• City
• Province/State
• Country (two-letter ISO code works best)
• Postal/ZIP Code

Financial Summary

• Subtotal (before taxes and shipping)
• Total Tax
• Shipping Cost
• Total Order Price
• Payment Status
• Transaction information (payment method, gateway, etc.)

Optional but Recommended Fields

These aren't strictly required for a basic import, but including them helps preserve your complete order history and keeps everything functioning smoothly:

Discounts and Promotions

• Discount codes applied
• Discount amounts and types (percentage or fixed)
• Discount descriptions

Tax Details

• Tax rates per line item
• Tax amounts broken down by jurisdiction
• Tax exemption status

Fulfillment Information

• Tracking numbers
• Carrier/shipping service
• Fulfilment status per line item
• Fulfillment location

Additional Order Context

• Order notes (internal staff notes)
• Customer notes (notes from the customer)
• Order tags (for organisation and filtering)
• Source/channel (where the order originated)
• Order attributes (custom key-value pairs)

Financial Adjustments

• Refund information (amounts, reasons, timestamps)
• Partial refunds per line item

Risk and Fraud Data

• Risk assessment scores
• Fraud analysis results
• Risk recommendation (accept, cancel, investigate)

Important Things to Keep in Mind

The Product Prerequisite: Here's something crucial—most import methods require that all products referenced in your orders already exist in Shopify with matching SKUs or variant IDs. If a product doesn't exist, the import will typically fail for that order. The recommended workflow is to import your product catalogue first, then customers, and finally orders.

Data Format: Your import file needs to be in CSV format with UTF-8 encoding. Depending on your import tool, each row will represent either a complete order or a single line item.

Handling Multiple Line Items: If an order has multiple products, you'll typically need one row per line item, with the order-level information (like customer details and order total) repeated on each row that shares the same Order ID.

With these requirements in hand, you'll be ready to structure your data correctly and pick the import method that works best for your situation.

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Preparation Steps

Here's the thing: depending on which third-party solution you're using, you might be able to skip some of this prep work entirely. Some solutions can connect directly between your source system and Shopify, pulling order data automatically without needing you to create an import file. If that's your situation, lucky you—skip ahead!

But if your solution requires an import file (which many do), this preparation step becomes absolutely critical. Getting it right can mean the difference between a smooth import and hours of troubleshooting.

Watch Out for These Common Data Issues

Date Formats: The Silent Troublemaker

This is hands-down the most common issue when importing order data. Dates can be formatted differently depending on your country and the system you're exporting from. For example, is "03/04/2024" March 4th or April 3rd?

Before you start your import, find out what date format your import solution expects (usually it's something like YYYY-MM-DD or DD/MM/YYYY). Getting this wrong means months and days can get swapped, which wreaks havoc on your order history. A simple date format check upfront can save you a massive headache later.

Number Fields: Decimals and Quantities

Numbers seem simple, but they can trip you up in a couple of ways:

• Decimal separators: Some countries use commas (10,50) while others use periods (10.50). Make sure your import tool understands which one you're using.
• Decimal precision: Quantity fields typically don't accept decimals—you can't order 2.5 shirts. But price fields definitely need them. Double-check that your decimals are landing in the right columns.
• Currency formatting: Strip out any currency symbols (£, $, €) from price fields unless your import tool specifically requires them.

Text Field Length Limits

This one catches people by surprise. Fields like order notes, customer notes, and addresses often have maximum character limits. If your imported data exceeds these limits, it'll either get truncated (cut off) or cause the entire import to fail for that order.

Pay special attention to:

• Order notes (especially if you're including detailed shipping instructions)
• Customer notes
• Address fields (particularly Address Line 2, which can accumulate long apartment/suite details)

Special Characters in Phone Numbers

Phone numbers can be tricky, especially for international orders. Some import solutions are picky about formatting:

• Will it accept the international "+" prefix? (+44, +1, etc.)
• What about parentheses, spaces, or dashes? (555) 123-4567 vs 5551234567
• Should country codes be included or separate?

Check your import tool's requirements and standardise your phone number format accordingly. Most modern solutions are flexible, but it's worth confirming.

Pro Tips for Data Preparation

• Create a Test Batch: Before importing thousands of orders, create a small test file with 5-10 orders that represent different scenarios (single item orders, multi-item orders, orders with discounts, refunded orders, etc.). Import these first to catch any formatting issues early.
• Keep a Backup: Always, always keep a copy of your original export file before making any modifications. If something goes wrong, you'll want to start fresh rather than trying to fix individual issues manually.
• Use a Spreadsheet Tool: Excel or Google Sheets can help you quickly spot and fix formatting issues. Just remember to save your final file as CSV with UTF-8 encoding.
• Document Your Format Choices: Make notes about what date format you used, how you formatted phone numbers, and any other transformations you made. If you need to import more orders later, you'll thank yourself for leaving breadcrumbs.

Getting your data properly prepared might feel tedious, but it's time well spent. A clean, well-formatted import file means your orders will flow into Shopify smoothly, preserving all the important details your customers and team need.

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Importing Orders into Shopify: Your Options Explained

Now comes the moment of truth: actually getting those orders into Shopify. You've got a few different paths you can take, each with its own pros and cons. Let's break down your options so you can choose the one that makes the most sense for your situation.

Option 1: Third-Party Apps (The Most Common Route)

For most merchants, using a dedicated app from Shopify's App Store is the way to go. These apps are specifically built to handle the complexities of order imports, and they come with user-friendly interfaces that don't require coding knowledge.

Popular Order Import Apps:

• Matrixify: One of the most powerful options, great for handling large datasets and complex imports. It supports orders, products, customers, and more.
• EZ Importer: Known for its intuitive column mapping system and built-in templates for migrating from other platforms (Magento, WooCommerce, etc.).
• Order's Up! CSV Order Importer: User-friendly option with customizable templates. Good for smaller to medium-sized imports.
• LitExtension Store Migration: Ideal if you're migrating from another e-commerce platform entirely. Handles automatic data transformation.

How App-Based Imports Typically Work:

1. Install the app from the Shopify App Store
2. Upload your CSV file or connect to your data source
3. Map your fields: The app will show you which columns in your file correspond to which Shopify fields (Order ID → Shopify Order Number, etc.)
4. Run a test import with a small batch to verify everything looks correct
5. Execute the full import once you're confident
6. Review and verify your imported orders in Shopify's admin

Pros of Using Apps:

• No coding required—user-friendly interfaces
• Built-in error handling and validation
• Often include templates for common migration scenarios
• Customer support is available if you run into issues
• Many offer free trials or small test imports
• Automatic field mapping suggestions

Cons of Using Apps:

• Subscription costs required
• You're dependent on the app's capabilities and limitations
• Some apps have import limits or throttling

Option 2: Shopify's Admin API (For Technical Users)

If you have development resources or coding experience, Shopify's Admin API gives you complete control over the import process. This is the route to take if you're:

• Building a custom integration between systems
• Automating ongoing order synchronisation
• Dealing with highly specialised data that apps can't handle
• Already comfortable working with REST or GraphQL APIs

Two API Approaches:

REST Admin API: The traditional approach, where you make individual API calls to create each order. Simpler to understand, but can be slower for large imports due to rate limits.

GraphQL Admin API with Bulk Operations: The modern, more efficient approach. You can import large volumes of data asynchronously. Shopify processes your import in the background and notifies you when it's complete. This method can handle files up to 100MB.

What You'll Need:

• Programming knowledge (JavaScript, Python, Ruby, etc.)
• Understanding of REST or GraphQL APIs
• A private or custom app with appropriate API permissions
• Error handling and retry logic for failed imports
• Time to build and test your integration

Pros of API-Based Imports:

• Complete control and flexibility
• Can be automated for ongoing synchronisation
• No monthly app fees (beyond development costs)
• Can handle complex custom logic and transformations
• Integrate directly with your existing systems

Cons of API-Based Imports:

• Requires technical expertise or hiring a developer
• More time-consuming to set up initially
• You're responsible for error handling and edge cases
• API rate limits require careful management
• No built-in UI—you'll need to build your own tools

When to Choose the API Route:

• You need ongoing, automated order synchronisation
• Your data has unique requirements that apps can't handle
• You're already building custom integrations with Shopify
• You have development resources readily available
• The volume justifies the upfront development investment

Option 3: Migration Services (The White-Glove Approach)

If you're migrating thousands of orders from another platform and want someone else to handle the heavy lifting, consider a full-service migration provider. These services typically:

• Connect to both your old platform and Shopify
• Map and transform your data automatically
• Handle the entire migration process
• Provide support throughout

Pros:

• Minimal effort on your part
• Experts handle data transformation and edge cases
• Often includes post-migration verification
• Good for complex migrations with lots of data

Cons:

• Can be expensive depending on data volume
• Less control over the process
• May have limitations on what data gets migrated

The Import Process: Step by Step

Regardless of which method you choose, here's what the actual import process looks like:

1. Prepare Your Data (as covered in the previous section)
2. Create a Test Batch (5-10 representative orders)
3. Import the Test Batch using your chosen method
4. Review the Results in Shopify:
   • Check order totals and line items
   • Verify customer information is linked correctly
   • Confirm dates imported accurately
   • Review payment and fulfilment statuses
5. Fix Any Issues and re-import the test batch if needed
6. Import in Batches (recommend 100-500 orders at a time for large imports)
7. Verify Each Batch before moving to the next
8. Final Verification: Spot-check orders throughout your date range

Common Import Gotchas to Avoid

• Don't forget to disable order notifications: Before importing historical orders, go to Settings → Notifications and disable "Staff order notifications." Otherwise, you (and your team) will be flooded with emails for every imported order.
• Watch out for automatic fulfilment: Make sure Settings → Checkout → Order Processing is NOT set to "Automatically fulfil." You don't want historical orders triggering fulfilment emails to customers.
• Mind your rate limits: If using the API, respect Shopify's rate limits. Too many requests too quickly will get your calls throttled.
• Inventory impact: Importing orders can affect inventory levels. Make sure you understand whether your import method will decrement stock, and adjust accordingly.

For most merchants, starting with a reliable app from the Shopify App Store is the sweet spot—it balances ease of use with powerful functionality, and you can always switch to a custom API solution later if your needs evolve.

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Post-Import Verification & Troubleshooting

Once your import into Shopify is complete, don't pop the champagne just yet. Taking time to verify your imported data can save you from discovering issues weeks or months down the line when they're much harder to fix.

Verifying Your Imported Data

The Reality Check: Ideally, you'd verify every single imported order. If you've imported thousands of orders, that's not realistic. Here's a smart approach:

Priority 1: Critical Order Information

• Line items and quantities (did the right products import?)
• Customer information (names, emails linked correctly?)
• Shipping addresses (complete and accurate?)
• Order totals (does the math check out?)

Priority 2: Date Fields

This one's crucial—date mix-ups are sneaky and can cause problems later. Spot-check orders from different time periods:

• Does the order date match your source data?
• Are fulfilment dates (if applicable) correct?
• Do any dates look suspiciously wrong? (Orders from the future? Orders from 1970?)

Priority 3: Everything Else

• Payment status and method
• Fulfillment status
• Order notes and tags
• Discounts and tax calculations

Smart Sampling Strategy:

Check 100% of your test batch, then for larger imports:

• First 10 orders of each batch
• Last 10 orders of each batch
• Random sampling of 5-10% from the middle
• Any orders with unusual characteristics (high value, many items, refunds, etc.)

Troubleshooting Common Issues

Even with perfect preparation, things can go sideways. Here's how to tackle the most common problems:

Missing or Incomplete Data

Symptoms: Orders are missing certain fields, some information didn't import, or entire sections are blank.

Diagnosis: Look for patterns. Is it:

• A specific field across all orders? (e.g., all phone numbers missing)
• A date range? (Orders from Q3 2023 have issues)
• A specific order type? (wholesale orders missing data)
• Random/scattered? (suggests data quality issues in source)

Fix:

• Identify the pattern and root cause
• Check if your import solution supports partial updates (updating just the missing fields)
• If not, you'll need to delete the affected orders and re-import with corrected data
• Most apps have a "delete imported orders" feature—use it before re-importing
• If using the API, you'll need to delete orders programmatically

Duplicate Customer Records

Symptoms: You're seeing multiple customer profiles for the same person, or new customer accounts were created when they shouldn't have been.

Cause: The customer identifier in your import (usually email) doesn't exactly match what's in Shopify. This can happen due to:

• Email case sensitivity (john@email.com vs John@Email.com)
• Extra spaces in email addresses
• Customers with multiple email addresses in your old system

Fix:

• For a handful of duplicates: Manually merge them in Shopify (Customers → select duplicate → Actions → Merge)
• For many duplicates: You may need to delete imported orders, clean your customer data, and re-import
• Prevention: Before importing orders, import your customer list first with standardised emails (all lowercase, trimmed spaces)

Product SKU Mismatches

Symptoms: Import fails entirely, or specific orders are skipped with errors about products not being found.

Cause: The SKU (or Product ID/Variant ID) in your import data doesn't match what exists in your Shopify product catalogue.

Fix:

• Most import apps will generate an error report showing which SKUs failed—download this
• Cross-reference these SKUs with your Shopify products
• Common culprits:
  • SKUs with leading/trailing spaces
  • Case sensitivity issues (ABC123 vs abc123)
  • Products that haven't been imported yet
  • Discontinued products from your old system
• Options for resolution:
  • Create the missing products in Shopify first
  • Update your import file with the correct SKUs
  • For discontinued products, consider creating placeholder products or excluding those orders

Orders Imported with Wrong Status

Symptoms: All orders show as "Unfulfilled" when they should be "Fulfilled," or payment statuses are incorrect.

Fix: Most import solutions allow you to re-import orders and update their status. Use the "UPDATE" or "REPLACE" command (terminology varies by app) to overwrite the status fields without duplicating the orders.

Inventory Levels Went Haywire

Symptoms: Product inventory dropped to zero or negative numbers after import.

Cause: The import process decremented inventory for historical orders that were already fulfilled.

Fix:

• If you haven't made any sales yet, restore inventory levels from your backup
• Most import apps have an option to "not affect inventory" for historical orders—use this setting
• You may need to manually adjust inventory levels in Settings → Products → Inventory

When to Start Over

Sometimes, despite your best efforts, an import goes so wrong that it's easier to start fresh. Consider a full rollback and re-import if:

• More than 20-30% of orders have issues
• Critical data (like customer emails or order totals) is systematically wrong
• You discover a fundamental formatting error that affects everything

Most apps make this relatively painless with bulk delete functions. It's frustrating, but better to get it right than to work with corrupted data.

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Conclusion

Importing orders into Shopify isn't as straightforward as uploading a CSV and calling it a day, but with proper preparation and the right approach, it's entirely manageable. Let's recap the key points:

Remember the Fundamentals:

• Shopify doesn't provide native bulk order import through the admin panel—you'll need a third-party solution
• Your two main options are dedicated import apps (easiest for most merchants) or Shopify's GraphQL API (for those with technical resources)
• Products must exist in your Shopify catalogue before importing orders that reference them

Set Yourself Up for Success:

• Prepare your data carefully, paying special attention to date formats, number fields, and text length limits
• Always test imports with small batches first (5-10 orders) to catch issues early
• Disable order notifications and automatic fulfilment before importing historical orders
• Keep a backup of your original source data for at least a few weeks

Take the Time to Verify:

• Spot-check imported orders systematically, focusing on critical fields first
• Look for patterns in any issues you discover—they're often easier to fix in bulk
• Don't panic if something goes wrong—most issues can be resolved by adjusting data and re-importing

When in Doubt, Start Small: Whether you're importing 100 orders or 100,000, the approach is the same: test thoroughly, import in batches, verify as you go, and don't rush. The time you invest in doing it right the first time pays dividends in accurate data and fewer headaches down the road.

With your orders successfully imported, you'll have the complete historical record you need to serve your customers, analyse trends, and run your Shopify store with confidence.