CSV Import/Export: Professional Cellar Management
Move Your Collection Data Without Starting Over
Introduction
One of the most powerful—and underused—features in CollectorCellar.ai is the ability to bulk import and export your entire collection via CSV files.
This isn't just about data portability. It's about:
- Migrating from other platforms or spreadsheets
- Backing up your collection data
- Bulk editing dozens of bottles at once
- Sharing collection data with insurers or appraisers
- Onboarding a large cellar without manual entry
Most platforms either don't offer CSV import/export, or they do it poorly—no validation, cryptic errors, lost data.
CollectorCellar.ai's CSV system is different: it validates every row, tells you exactly what's wrong, detects duplicates, and respects your tier's feature limits.
Why CSV Import/Export Matters
If you're managing 50+ bottles, manual entry is inefficient.
If you're switching platforms, you need a migration path that doesn't require re-entering hundreds of bottles.
If you're working with a cellar manager, appraiser, or insurance company, they often request data in spreadsheet format.
CSV (Comma-Separated Values) is the universal standard for structured data exchange. It works with:
- Excel
- Google Sheets
- Numbers (Mac)
- Other wine tracking software exports
- Any database or inventory system
CollectorCellar.ai supports both directions:
- Export → Download your entire collection as CSV
- Import → Upload a CSV to bulk-add bottles
How to Access CSV Import/Export
CSV import and export are accessed through the user dropdown menu in the header:
- Click your email address in the top navigation
- Navigate to the Data section in the dropdown
- Select Import CSV or Export CSV
- After an import, view details via Show Last Import Details
How CSV Export Works
Who Can Export?
CSV export is available to Collector, Enthusiast, Connoisseur, and Cellar Pro tiers (not Free tier).
What Gets Exported?
Every bottle in your collection, with all available fields:
- Core data: Name, Producer, Vintage, Varietal, Region, Subregion
- Details: Format, Alcohol %, Storage Location
- Pricing: Purchase Price, Estimated Value, Currency
- Dates: Purchase Date, Open Date, Preferred Open Date
- Notes: Personal Notes, Tasting Notes (Enthusiast+), Pairing Notes (Enthusiast+)
- Advanced: Drink Window (Connoisseur+ only), Rating (Collector+)
The export respects your tier—if your tier doesn't support a field (like Drink Window on Collector tier), that column will be empty in the CSV.
How CSV Import Works
Who Can Import?
CSV import is available to Collector, Enthusiast, Connoisseur, and Cellar Pro tiers (not Free tier).
File Requirements
- Maximum file size: 10MB (supports 3,000+ bottles)
- No row limit—large files are processed in batches of 500 for optimal performance
- Format: UTF-8 encoded CSV
- Required columns: name, producer, vintage, varietal
- Rate limit: 10 imports per minute
📊 Large File Support
When importing large files, a Loading Modal displays progress. Files are processed in batches of 500 rows to ensure reliable imports without timeouts.
📥 Download Example CSV Template
Not sure how to format your CSV? Download our example template with the correct column headers and sample data.
Download Example CSVImport Success & Error Messages
CollectorCellar.ai displays import results in a styled modal (no more browser alerts!):
✓ Success State
- Green checkmark icon
- Number of bottles successfully imported
- Count of duplicates skipped (if any)
- Auto-refreshes page after 2 seconds
✗ Error State
- Red warning icon
- Detailed error message
- Link to view validation errors with row numbers
- No page refresh on error (fix issues and retry)
Import Validation Details
Click "Show Last Import Details" in the user dropdown to review:
- Complete validation errors with specific row numbers
- Duplicate bottles that were skipped with reasons
- Import timestamp for reference
- Data persists in browser until next import
Unlike most platforms, CollectorCellar.ai doesn't just fail silently or import bad data. It checks:
✅ Required fields present
- Label Name (name)
- Producer/Winery (producer)
- Vintage (vintage)
- Varietal (varietal)
✅ Data type correctness
- Vintage: Must be 4-digit year (1000-9999) or "NV" for non-vintage
- Rating: Must be 1-5 (if provided)
- Dates: Must be valid ISO dates (YYYY-MM-DD)
- Prices: Must be numeric, 0-1,000,000
✅ Tier-specific features
- Tasting Notes: Only imported for Enthusiast/Connoisseur/Cellar Pro
- Pairing Notes: Only imported for Enthusiast/Connoisseur/Cellar Pro
- Drink Window: Only imported for Connoisseur/Cellar Pro
- Rating: Only imported for paid tiers (Collector+)
✅ Duplicate detection
- Checks against existing bottles using (Producer, Name, Vintage, Location)
- Prevents duplicate rows within the same CSV
- Shows which rows are duplicates
Example validation error modal showing specific row-level issues
Understanding Validation Errors
When you import a CSV, CollectorCellar.ai provides row-level error reporting via the "Show Last Import Details" modal.
Instead of a generic "Import failed" message, you see detailed validation errors organized by row:
Validation failed for 3 rows:
Row 5:
- Label Name is required
- Vintage must be a 4-digit year (1000-9999) or "NV"
Row 12:
- Varietal is required
Row 23:
- Rating must be between 1 and 5
- purchaseDate must be a valid date (YYYY-MM-DD format)
This tells you exactly which rows to fix in your spreadsheet. No guessing, no data loss.
Tier-Specific CSV Templates
Different tiers support different fields. Here's what each tier can import/export:
Collector Tier (100 bottles)
Available Columns:
- ✅ name, producer, vintage, varietal
- ✅ region, subregion, format, alcoholPercentage
- ✅ location (storage location)
- ✅ purchasePrice, purchaseDate, estimatedValue, estimatedCurrency
- ✅ openDate, preferredOpenDate
- ✅ personalNotes
- ✅ rating (1-5)
- ❌ tastingNotes (Enthusiast+ only)
- ❌ pairingNotes (Enthusiast+ only)
- ❌ drinkWindow (Connoisseur+ only)
Example Collector CSV (as seen in Excel):
| name | producer | vintage | varietal | region | format | rating | location | personalNotes |
|---|---|---|---|---|---|---|---|---|
| Château Margaux | Château Margaux | 2015 | Cabernet Sauvignon | Bordeaux | 750ml | 5 | Cellar A | Exceptional vintage |
| Opus One | Opus One Winery | 2018 | Cabernet Blend | Napa Valley | 750ml | 4 | Cellar A | Ready to drink |
Enthusiast Tier (250 bottles)
Available Columns:
- ✅ All Collector tier columns
- ✅ tastingNotes (AI-generated tasting notes)
- ✅ pairingNotes (AI-generated food pairings)
- ❌ drinkWindow (Connoisseur/Cellar Pro only)
Example Enthusiast CSV (as seen in Excel):
| name | producer | vintage | varietal | region | format | rating | personalNotes | tastingNotes | pairingNotes | location |
|---|---|---|---|---|---|---|---|---|---|---|
| Château Margaux | Château Margaux | 2015 | Cabernet Sauvignon | Bordeaux | 750ml | 5 | Exceptional vintage | Rich, complex, tannic | Grilled ribeye, aged cheeses | Cellar A |
| Cloudy Bay | Cloudy Bay | 2022 | Sauvignon Blanc | Marlborough | 750ml | 4 | Summer favorite | Crisp, citrus, mineral | Oysters, goat cheese, sushi | Cellar B |
Connoisseur Tier (500 bottles)
Available Columns:
- ✅ All Enthusiast tier columns
- ✅ drinkWindow (optimal drinking window, e.g., "2025-2035")
Example Connoisseur CSV (as seen in Excel):
| name | producer | vintage | varietal | region | format | rating | personalNotes | drinkWindow | tastingNotes | pairingNotes | location |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Château Margaux | Château Margaux | 2015 | Cabernet Sauvignon | Bordeaux | 750ml | 5 | Exceptional vintage | 2028-2045 | Rich, powerful, age-worthy | Grilled ribeye, braised lamb | Cellar A |
| Ridge Monte Bello | Ridge Vineyards | 2019 | Cabernet Blend | Santa Cruz Mtns | 750ml | 5 | Birthday gift from Dad | 2027-2042 | Structured, complex, long finish | Prime rib, mushroom risotto | Cellar A |
Cellar Pro Tier (Unlimited bottles)
Available Columns:
- ✅ All Connoisseur tier columns
- ✅ Unlimited bottle storage
- ✅ 120 AI enrichments per month
Cellar Pro uses the same CSV format as Connoisseur—the difference is unlimited storage capacity and the highest AI enrichment quota.
Duplicate Detection
One of the smartest features: CollectorCellar.ai automatically detects duplicate bottles during import.
How Duplicates Are Detected
A bottle is considered a duplicate if it matches an existing bottle on:
- Producer
- Name (label)
- Vintage
- Storage Location
Why Location Matters:
You might have two bottles of the same wine in different locations:
- Opus One 2018 → Cellar A
- Opus One 2018 → Cellar B (backup bottle)
These are not duplicates because the location differs.
When duplicates are detected:
- Valid (non-duplicate) rows import successfully
- Duplicate rows are skipped
- You receive a report: "10 bottles imported, 3 duplicates skipped"
Best Practices for CSV Import
1. Start with an Export
The easiest way to get the correct format is to export your existing collection (even if it's empty), then use that CSV as a template.
2. Use UTF-8 Encoding
If you're using Excel, save as "CSV UTF-8" to preserve special characters (accents, umlauts, etc.).
3. Keep Dates in YYYY-MM-DD Format
Excel likes to auto-format dates. Force text format or use ISO date strings:
- ✅ 2024-03-15
- ❌ 03/15/2024
- ❌ March 15, 2024
4. Test with a Small Batch First
Import 5-10 rows first to verify the format works, then import the full file.
5. Leave Optional Fields Blank
If you don't have data for a field, leave it empty:
- ✅ (empty cell)
- ❌ "N/A"
- ❌ "Unknown"
- ❌ "0" (for dates or ratings)
Migrating from Other Platforms
From Other Wine Tracking Software
- Export your existing inventory as CSV
- Open in Excel/Google Sheets
- Map your platform's columns to CollectorCellar.ai columns
- Save as UTF-8 CSV
- Import to CollectorCellar.ai
From Platforms Without CSV Export
If your platform doesn't offer CSV export, but you have a spreadsheet, map your platform's fields to CollectorCellar.ai columns and import.
From Excel/Google Sheets
If you've been managing your cellar in a spreadsheet, save/download as CSV, match columns to CollectorCellar.ai's format, and import.
Real-World Use Cases
Initial Cellar Onboarding
You've been tracking 200 bottles in Excel for years. Instead of manually adding each one, import the entire cellar in 30 seconds.
Bulk Edits
Need to update storage locations for 50 bottles moving to a new cellar? Export → edit in Excel → re-import.
Insurance Documentation
Your insurer requests a current inventory with purchase prices and estimated values. Export → send.
Backup Strategy
Export your collection monthly as a backup. Store in Dropbox/Google Drive for peace of mind.
Platform Migration
Switching from another wine tracking platform to CollectorCellar.ai? Export from your current platform → import to CollectorCellar.ai.
Collection Analysis
Want to analyze your collection in Excel (pivot tables, charts)? Export → analyze spending trends, regional distribution, aging timelines.
Conclusion: Professional Tools for Serious Collectors
CSV import/export isn't glamorous, but it's essential for managing a serious wine collection.
CollectorCellar.ai doesn't treat it as an afterthought:
- Smart validation tells you exactly what's wrong
- Duplicate detection prevents data corruption
- Tier-aware imports respect your subscription level
- Security measures protect against injection attacks
- Clear error messages (not cryptic codes)
If you're migrating from another platform, managing 100+ bottles, or want portable data, CSV tools make the difference between frustration and efficiency.