Sending to many customers from a spreadsheet

A batch sends one checklist to many customers at once. Each customer gets their own request and private link, with its own page, timeline and agent settings, and you track them together. Batches are part of Pro.

Creating a batch

1. Open Batches in the sidebar and click New batch.
2. Checklist: pick the checklist and name the batch. Click Continue.
3. Customers: click Upload an Excel file or CSV, or paste rows from Excel or Google Sheets and click Read rows. A Template link downloads a starter CSV.
4. Check the column mapping, then Continue.
5. AI agent: set how the agent runs for everyone in the batch, then Continue.
6. Review & send: check the counts and warnings, choose when to send, and click Create N requests and send or Schedule N requests.

Accepted files and columns

Upload .csv, .tsv, .txt or .xlsx. For .xls, .numbers or .ods, save as .xlsx or CSV first, or paste the rows. A header row is detected automatically. Each column gets a dropdown saying what it is; change any that was guessed wrong:

• Customer name
• Email: where the invitation goes. Rows with an email that looks wrong get a link only.
• Reference: a property address, case name or similar.
• Needed by: a per-customer due date, written as 2026-11-03 or 11/3/2026 (month first when your business country is US, day first otherwise). An unreadable date falls back to the batch date.
• Notes for the agent: private notes about that customer.
• Phone: stored on the request.
• Detail for the agent: any other column, such as a unit or a lease end, given to the agent so it can answer and personalise. Choose Don't use for anything it should not see.

You must map an email or a name column. A batch holds up to 100 rows; split a bigger sheet into two batches.

Agent settings for the batch

The AI agent step shows the same settings as a single request (see How the AI agent runs a request). They apply to everyone; a Needed by or Notes for the agent column is used for that customer instead.

Review, scheduling and repeating

The review card shows how many requests will be created, how many are emailed and how many are link only. It flags customers who already have an open request from this checklist (Skip them is on by default), duplicate emails (the first row wins), emails that look wrong, and dates that could not be read.

Under When to send, choose Send now or Schedule. A scheduled batch creates the requests now and holds the invitations until the time you pick, up to 30 days ahead. Invitations only go out between 8am and 8pm in your time zone, so a late time sends the next morning.

Switch on Repeat every month to send the same checklist to the same customers each month, such as a month-end close. The preview reads like "On the 1st of every month at 9:00 AM, 24 customers get a new request, needed by 7 days later." The day is capped at the 28th. Each month's batch is named after the first with the month added, and every customer in the original sheet gets a new request even if last month's is unfinished.

Tracking a batch

The Batches page lists each batch with a progress bar, a Monthly badge for series and the send time for scheduled ones. The batch page shows counts for Customers, Collecting, To review, Done and Overdue; a table of each customer with progress, Still missing items and a status (Collecting, To review, Completed, Closed, Overdue or Scheduled); and What's holding people up, the items most customers still owe. Click a name to open that request.

Download CSV exports one row per customer: Name, Email, Reference, Status, Progress, Still missing, Needed by and Link.

Changing a batch

The Actions card offers:

• Chase everyone now: one reminder to each customer still collecting who has had their invitation. Anyone already emailed today gets it tomorrow.
• Change the due date: a new date (or none) for every open request. The agent re-plans its reminders around it.
• AI agent settings: changes the agent on every open request. Notes you gave individual customers are kept.
• Close open requests: marks every open request complete. Files are deleted 24 hours later, so download anything you need first.

A scheduled batch shows a Send now instead button. A repeating batch shows its next run with Stop repeating; batches already sent carry on.

FAQ

Can customers in one batch have different due dates?

Yes. Map a Needed by column, or set one date for the whole batch in the AI agent step. A per-row date wins for that customer.

What happens to rows without an email?

The request is created with a private link but no invitation is sent. Find the link in the batch CSV or on the request page and share it yourself.