Introduction
Need to update your cap table quickly? Ledgy's bulk import feature lets you efficiently add multiple transactions at once. This guide covers everything you need to know about importing convertible loans, share issuances, transfers, employee grants, and equity settlements - helping you maintain an accurate and up-to-date cap table with minimal effort.
What do you need to do before using the importer?
Add all of your stakeholders on the Stakeholders page
Gather the documents for convertible loans, transfers, share issuances, and/or employee grants
Where can you find the bulk import file?
Go to Ownership > Transactions, and at the top, select the Import button
How to use the importer?
Select and download the template (double-check that you select the correct template from the dropdown list)
Add your data and remove the example row
Upload the file back to Ledgy and click Import now
What types of transactions can you bulk import?
Convertible loans
Formatting tips:
Date needs to be in the European format (DD.MM.YYYY)
The stakeholder names have to match the stakeholder names in Ledgy
Use dots for decimals in numbers
Discount and interest have to be entered without the % sign
After you have imported the convertible loans, you can convert them into shares:
manually
in bulk, by referencing them in the Share increase template
Share issuance (financing round, investments...)
If a new share is created and granted to a stakeholder, you can import that with this importer. Specifically, this template helps you import:
all financing rounds
one-off investments
conversions of existing convertible loans to shares
Formatting tips:
1. Date needs to be in the European format (e.g. DD.MM.YYYY)
2. The stakeholder names have to match the stakeholder names in Ledgy
3. Use dots for decimals in numbers
4. Share class has to match an existing share class in Ledgy
5. If you're converting a convertible loan, enter the already discounted price into the Share price column.
Transfers
This template can import transfers of existing shares between two stakeholders.
Specifically, this template helps you import:
Selling and purchasing of shares from one stakeholder to another
Selling or purchasing from the company Treasury to another stakeholder
Formatting tips:
1. Date needs to be in the European format (e.g. DD.MM.YYYY)
2. The stakeholder names have to match the stakeholder names in Ledgy
3. Use dots for decimals in numbers
4. Share class has to match an existing share class in Ledgy
Employee grants
This template can import options, phantoms, and warrants that come from the same pool.
Specifically, this template helps you import:
Grant details and vesting schedule
Documents, by specifying their exact name in the column 'Document names'
Formatting tips:
Date needs to be in the European format (e.g. DD.MM.YYYY)
The stakeholder names have to match the stakeholder names in Ledgy
Use dots for decimals in numbers
Equity settlement
This template can import equity settlements of your grants.
Specify which grant should be equity settled when and how many from which stakeholder by filling out the mandatory fields:
Date
Stakeholder name
Number of shares
Converted from transaction ID
Note: You will find the transaction ID on the left-side of the transaction in the Transactions page
Formatting tips:
Date needs to be in the European format (e.g. DD.MM.YYYY)
The stakeholder names have to match the stakeholder names in Ledgy
Use dots for decimals in numbers
Terminations
This template can import terminations of your grants. Specify which grant should be terminated by filling out the mandatory fields in the template. The termination template is straightforward and doesn't include vesting schedules, making it simpler to complete than other bulk import templates.
Key columns:
Grant transaction number: Enter the transaction sequence number of the grant you're terminating. You will find the transaction ID on the left-side of the transaction in the Transactions page. This is the grant sequence number, not the stakeholder ID.
Termination action type: Enter "Cancellation" for this field. This is the most common termination action type. In rare cases, you might use "Conversion" if you're converting the terminated shares to different shares during the termination process.
Return shares to pool: Enter "Yes" or "No" to indicate whether the terminated shares should return to your available share pool. Choose "yes" if you want these shares to become available for future grants, or "no" if you want to retire them.
Document names: You can attach relevant termination documents by entering the document name in this field. Make sure the document already exists in your Ledgy account before referencing it in the template.
Formatting tips:
Date needs to be in the European format (e.g. DD.MM.YYYY)
The stakeholder names have to match the stakeholder names in Ledgy
Use dots for decimals in numbers
Termination action type should usually be "cancellation"
FAQs
How do I configure and troubleshoot custom vesting schedules in the grant bulk import template?
The grant bulk import template supports two custom vesting formats:
Custom - time-based tranches entered as percentages
Custom amount - date-based tranches entered as amounts
Use the values exactly as written above in the Vesting type column.
Time-based custom vesting
Set Vesting type to Custom.
Enter the full schedule in Vesting schedule using
duration,interval,percentagefor each tranche, separated by;.Make sure the total percentage across all tranches adds up to 100.
Example: For a four-year schedule with four equal yearly tranches, enter 12,1,25; 12,1,25; 12,1,25; 12,1,25.
Important: For Custom vesting, the schedule itself defines the tranches. Vesting start date and Vesting rounding can still be used, but the simple-vesting fields such as Vesting duration, Vesting interval, Vesting cliff, and Vesting on are not required for this format.
Custom amount vesting
If you need each vesting event to unlock a fixed amount instead of a percentage, set Vesting type to Custom amount and use date,amount; date,amount in the Vesting schedule column.
Example: 01 Jan 2026,250; 01 Jan 2027,250
For this format, the vesting dates must be in ascending order, the first vesting date cannot be before the vesting start date, and the total vested amount must match the full grant amount.
How presets interact with bulk import
If you leave all vesting columns blank, Ledgy only falls back to a vesting preset if the selected plan already has one.
If you use the Vesting preset column, that preset takes priority over the vesting details typed in the row.
If the selected plan already has a custom vesting preset and the row also uses Custom, Ledgy keeps the preset schedule. In that case, the row can still override the Vesting start date and Vesting rounding, but not the preset schedule itself.
Common errors
Total percentage must be 100% - The percentages in a Custom schedule do not add up to 100.
Vesting duration must be a multiple of this value - One of the tranches uses an interval that does not divide the duration evenly.
Vesting dates must be sorted in ascending order - A Custom amount schedule has dates out of order.
Vesting start date cannot be after the first vesting event - The first date in a Custom amount schedule is earlier than the vesting start date.
Total vested amount must be equal to the total amount - The amounts in a Custom amount schedule do not match the grant amount.
Which values can I enter in the column "Vesting on" and "Vesting rounding"?
The values for the column "Vesting on" are:
First day of the month
Last day of the month
Start date
Grant date
Trigger date
Note: If you choose "Start date", the "Vesting start date" must be filled in. If you choose "Grant date" or "Trigger date", the "Vesting start date" must be empty.
The values for the column "Vesting rounding" are:
down
up
nearest