Bulk Upload is designed for high-volume firms to efficiently create multiple jobs at once using an Excel or CSV file. This guide covers the step-by-step process and best practices for a seamless experience. To see if you qualify for Bulk Upload, please reach out to support@proofserve.com.
📹 Watch this demo for a quick walkthrough!
Table of Contents
Spreadsheet Requirements
PDF File Naming
Job Specifications
Access Bulk Upload
Initial Setup
Validation and Correction
Creating Jobs
Monitoring Progress
1) Key Features
🚤 Faster uploads – 4x speed boost saves you hours
🔍 Fix errors upfront – Catch issues before submission with error validation
😄 Upload in the background – No need to stay on the page during processsing
❌ Automatic PDF de-duplication: Duplicate PDFs will be removed automatically.
🟢 Real-time progress updates – See the status of uploads as jobs process
🏠 Same address support: Supports multi-servee jobs with a same address
2) Preparing Your Files
Spreadsheet Requirements
Download and use the official template
Ensure each job has a corresponding file with a matching billing number
Fill in all required fields
Verify data accuracy before upload
PDF File Naming
Your PDF filenames must include the billing number followed by either a space or underscore:
Example with space:
9872399 Cover_Letter.pdfExample with underscore:
9872399_Cover_Letter.pdf
Job Specifications
Job Specifications (aka "Serve Specs") are special instructions passed to your server on the job. For example: Folded Notice - The Server will fold the notice before posting to the door. These Job Specifications can be managed here.
How do Job Specifications work?
Each Job Specification has a
Job spec ID
Job type
Location
Each serve speed maps to a "Job Type" (see the table below)
Location can either be "all jobs" or a specific state
How do I add Job Specifications to my job in Bulk Upload?
If you leave the
SPECIAL_REQScolumn empty on a job, Proof will automatically apply all Job Specifications with a matching Job Type and LocationIf you enter in one or more Job Spec IDs (comma separated), Proof will override all matching Job Specifications and only apply those listed in the cell for that job.
For example: If you create a Standard serve job with a court state of California, and the SPECIAL_REQS field is empty, Proof will automatically apply all of your firm's Job Specs that have:
Job Type = Serve
andLocation = California
orAll jobs
Serve speed x Job Type Mapping
Serve Speed | Job Type |
2-day Post | Posting |
4-day Post
| Posting |
Envelope | Posting |
Standard | Serve |
Expedited | Serve |
Same Day | Serve |
Hybrid | Serve |
Garnishment | Serve |
Premium | Serve |
Premium Rush | Serve |
Don't see what you need in the standard list of job specifications? Reach out to support@proofserve.com to request a custom Job Specification be created for your firm.
3) Step-by-Step Upload Process
1. Access Bulk Upload
Log in to the Proof platform at https://app.proofserve.com
Navigate to "New Bulk Upload" in the sidebar
Click "Create Job " in the top right corner
2. Initial Setup
Upload your spreadsheet (CSV, XLS, or XLSX)
Upload your PDF documents
Validate the data in the table looks accurate
Click the "Upload" button
3. Validation and Correction
If the system finds errors:
Click "Only Show Invalid" to filter problematic rows
Look for cells with error indicators
Click the edit icon on invalid cells
Enter corrected information
Save your changes
4. Creating Jobs
Verify that both Jobs and Documents show green checkmarks
Click "Upload"
Select the Job Owner from the dropdown
Choose Payment Method if multiple options exist
Click "Create Jobs" when status shows "READY"
5. Monitoring Progress
Track job creation through status indicators:
🟡 In Progress
✅ Success
❌ Failed
Successfully created jobs will display a direct link in the Servee Name column. Jobs upload asynchronously, meaning you can switch to another tab and come back later once the processing is finished!
4) Troubleshooting
Missing Files
Confirm that PDF filenames contain the correct billing number
Check for proper spacing or underscore after the billing number
Upload Failures
Verify all files are in PDF format
Ensure your spreadsheet follows the required template
Check that all required fields are completed
Same Address Serves
The system supports multiple servee jobs at the same address
No special formatting required
Ensure the
SAME_ADDRESS_INDEXcolumn includes a matching billing number for all jobs with the same addressSame address serves (linked jobs) will automatically be offered to the same server
5) Additional Support
If you need assistance:
Review the error messages for specific guidance
Contact the Proof Customer Experience Team for help at support@proofserve.com
6) FAQ
| Question | Answer |
1 | What file formats can I use for the spreadsheet? | CSV, XLS, and XLSX files are supported. |
2 | Can I edit data after uploading? | Yes, you can edit errors in the web-based table before final job creation. |
3 | Can one job have multiple PDFs? | Yes, as long as each PDF filename contains the correct billing number. |
4 | How do I know if my upload succeeded? | Successfully created jobs will show a direct link in the Servee Name column, and you'll receive a confirmation message. |
5 | What happens to duplicate PDFs? | The system automatically removes duplicate PDFs, but duplicate rows in your spreadsheet will remain. |
6 | Where do I find the Bulk Upload template? | |
7 | I don’t see the Bulk Upload option. How can I get access? | Bulk Upload is available to firms with high-volume job needs. If you don’t see it in your account, contact the Proof Customer Experience Team to check eligibility and enable access at support@proofserve.com. |