--- title: Importing Existing Applications description: "VendorHearth Pro allows organizers to create or import existing application records when vendor information originated outside the normal VendorHearth application process. This is useful when moving existing vendor records into VendorHearth or recording applications that were previously managed elsewhere. ##…" url: "https://vendorhearth.com/docs/importing-existing-applications/" updated: "2026-09-23" category: "Applications & Waitlists — application review, approval/decline, Request More Information, transfers, waitlists" --- # Importing Existing Applications VendorHearth Pro allows organizers to create or import existing application records when vendor information originated outside the normal VendorHearth application process. This is useful when moving existing vendor records into VendorHearth or recording applications that were previously managed elsewhere. ## When to Import an Application Importing may be useful when: - Moving from another vendor-management system - Entering applications previously collected through an online form - Adding historical event records - Recording vendors who were already approved before VendorHearth was installed - Bringing an existing paid vendor into VendorHearth The goal is to create an accurate VendorHearth record without pretending that actions occurred through VendorHearth when they did not. ## Select the Correct Event When importing an application, make sure it is associated with the correct VendorHearth event. Review the event before completing the import, especially if you manage multiple events with similar names. ## Existing or New Vendor During the import process, VendorHearth can work with an existing vendor or create the necessary vendor record. If the vendor already exists in VendorHearth, use the existing vendor whenever appropriate rather than creating a duplicate profile. Check information such as: - Vendor name - Business name - Email address - Contact information This helps keep the vendor's history together. ## Choosing an Application Status Imported applications can be assigned an appropriate status based on their actual situation. Available workflows can include statuses such as: - Pending Review - Awaiting Payment - Confirmed / Already Paid - Waitlisted - Declined - Cancelled Choose the status that accurately represents the vendor's current or historical relationship with the event. ## Importing an Already-Paid Vendor If a vendor paid before being entered into VendorHearth, the application can be recorded as already paid or confirmed when appropriate. VendorHearth can create a labeled manual historical payment record for this situation. This allows the system to recognize the vendor's paid status without pretending that the payment was processed through VendorHearth. ## VendorHearth Does Not Create a Fake Processor Transaction An imported historical payment is not a Square or PayPal transaction. VendorHearth records it as a manual historical payment so your records accurately show that the vendor was already paid when entered into the system. This distinction helps keep payment reporting accurate. ## Do Not Re-Collect Payment If you import a vendor as already paid, verify the information carefully before saving the application. The vendor should not be asked to pay again simply because their original payment occurred outside VendorHearth. ## Agreement Acceptances Are Not Fabricated Importing an application does **not** automatically create agreement acceptance records. VendorHearth does not assume that a vendor accepted an agreement simply because their application is being imported. Agreement acceptance should only exist when there is actual evidence that the vendor completed the required acceptance process. ## Historical Records Should Reflect Reality When importing older information, use statuses and payment records that represent what actually occurred. For example, do not mark a vendor as paid if no payment was received simply to move the application into a confirmed state. Likewise, do not create agreement acceptance records solely to make the imported application appear complete. ## Review Imported Applications After importing an application, review the resulting record. Verify: - Correct vendor - Correct event - Application status - Vendor category - Booth information - Payment status - Historical payment information, if applicable - Agreement status This is especially important when migrating records from another system. ## Imported Applications Become Part of VendorHearth Once entered, imported applications can be managed alongside applications originally submitted through VendorHearth. Depending on their status and event, they can then participate in the appropriate VendorHearth workflows, reporting, vendor management, and event operations. ## Next Step Continue to **Archiving and Deleting Applications** to learn when an application should be preserved as historical information and when permanent removal may be appropriate.