How do I update many forms using an Excel spreadsheet?

You can re-import a spreadsheet into an existing filing to update forms or add new ones. The result depends on the identifying details in each row and the import options you choose.

Prepare and upload your changes

1. Open the filing you want to update. The filing must be editable, and you need permission to import.
2. Start with an export of that filing or your original import spreadsheet. Keep column titles unchanged and preserve leading zeros.
3. Make your changes. Keep each existing form's Account Number unchanged when you want to update that record.
4. In the filing's recipient or employee section, select Add Recipients or Add Employees, then Import with Excel.
5. Before uploading, open Advanced Import Options if you need a mode other than the default.
6. Drag your spreadsheet into the upload area or select Browse for file.
7. Review the import results, including added, updated, skipped and error rows. Confirm the forms in the filing before continuing.

You can also start from Import Your Spreadsheet on the export page. This opens the importer for that same filing.

How rows match existing forms

If your spreadsheet includes an Account Number column and a row has a value in it, BoomTax uses that Account Number to match a form already in the filing. This includes Account Numbers assigned by BoomTax that appear in your exported spreadsheet.

If the Account Number column is missing or the row's value is blank, matching uses the identifying details for that form type, which can include the TIN, recipient name or Account Number.

Changing a TIN does not always create a new form. A row can still update an existing form when its Account Number matches. Without that match, a changed TIN or other identifying detail can be treated as a new form. Review your results carefully when changing identity information.

Choose an import mode

• Insert and Update (default): Adds rows that do not match an existing form and updates matching forms when their data changes or validation needs to be refreshed. Unchanged matching forms that are already validated are left as they are.
• Insert Only: Adds unmatched forms and skips rows matching existing forms.
• Update Only: Updates matching forms and skips rows that do not match an existing form.

These modes apply to the existing filing you are importing into. Rows omitted from your spreadsheet are not deleted from that filing.

Allow Duplicates

Allow Duplicates permits repeated records to pass the upload's duplicate check. It does not guarantee that matching forms already in the filing will be copied as new records. Keep it off for routine updates unless you intentionally need repeated records and have reviewed the matching behavior.

If more than one existing form has the same matching Account Number or identifying details, BoomTax cannot choose a single record to update. Review the import results and resolve the ambiguity before relying on an update. In a mode that permits inserts, an unmatched row can be added as a new form.

After the import

Fix any reported errors and check the forms that were added or changed. Uploading changes does not transmit them to the IRS or SSA. If you are making corrections to previously filed forms, complete the e-file workflow after reviewing the changes.

See How do I export my forms into an Excel spreadsheet? and How do I make corrections to my forms?