Import your fields from APIA

If you've already declared your parcels in the APIA system, there's no need to redraw them by hand. Export them as a shapefile from the APIA portal and upload the archive into Harvest Mate — your fields, boundaries and areas will be created automatically.

Before you begin

You'll need:

An active APIA fermieri account with at least one declared parcel.
A Harvest Mate farm already created. If you haven't done this yet, follow the Create your farm guide first.

The whole process takes about two minutes.

Step 1 — Sign in to the APIA portal

Open the APIA fermieri portal and sign in with your APIA credentials:

apia.org.ro — the official APIA website

On the APIA homepage, click the Login fermieri button. The portal's sign-in address changes from time to time, so starting from the official website is the safest route.

Step 2 — Open the Export section

Once you're signed in, look at the top navigation bar of the APIA portal. Click on Export to open the export tools. In the image below it is the third icon from the right, but the portal's layout may change over time.

Step 3 — Configure the export

On the export form you need to set three things:

Fiscal year — Choose the year you want to import. In most cases this is the current campaign year.
Export format — Select ESRI Shapefile. Harvest Mate only accepts this format.
NR parcela — Leave this field empty. Don't select a parcel.

Do not fill in the "NR parcela" field. If a parcel is selected, the resulting archive structure will not match the format Harvest Mate expects, and the import will fail. Before continuing, make sure the field still shows "Selectați o parcela".

When everything is set, click Export. Your browser will download a .zip archive containing the shapefile. Keep it somewhere you can find easily — you'll need it in the next step.

Step 4 — Open Import APIA in Harvest Mate

In the left sidebar, click Import APIA.

The Import APIA screen opens — this is where you upload your APIA archive.

Step 5 — Upload the APIA archive

Drag the .zip file you downloaded from APIA into the upload area, or click the area to browse your computer.

Harvest Mate will read the shapefile, list every parcel it found, and let you review them before they're added to your farm. Each parcel becomes a field with its real boundary and area, ready for you to start planning operations.

Upload the .zip archive as-is — don't unzip it. Harvest Mate reads the shapefile components straight out of the archive.

Step 6 — Review the import

Once the file is read, Harvest Mate shows you everything it is about to add to your farm. Nothing is saved until you click Save import, so this is the place to check and adjust.

The top bar

In the top left corner you see the fiscal year the import goes into. Next to it are the number of fields your farm has now and the hectares used out of your plan's limit. In the example the farm is on the Free plan, so the limit is 10 ha.

The crops found in the file

Under the top bar, Crops in this import lists every crop in the export, with the number of parcels that use it. A chip with a yellowish background and an exclamation mark means that crop does not exist in your farm yet, so Harvest Mate will create it. The counter at the top right (for example "10 will be created as new") tells you how many.

Click a chip to open a side panel with two options:

Create new variety — Change the name and the color the variety is created with. This replaces the name from the APIA export and the automatically generated color.
Match to existing — Switch to this tab and pick a variety that is already in your farm. This is the better option whenever you have one, because it avoids duplicates. The parcels are linked to your variety and use its color.

Once a crop is linked to an existing variety, its chip shows a check mark instead of the exclamation mark.

The list of fields

Imported fields lists every parcel in the export:

Name — Generated automatically (for example "Parcel 53"). Click the edit icon to rename it before saving.
Bloc / Parcel — The block and parcel number from APIA.
Variety — The crop growing on the parcel.
Area — In hectares.
Status — Existing field means the parcel matched a field you already have from previous years (matched by block and parcel number). New field means this is the first fiscal year you work on it in Harvest Mate, so the field is created. How fields, field seasons and field cultures relate is explained in the Add fields guide.
Eye icon at the end of the row — Excludes the parcel from the import.

Click a row to highlight its parcel on the map.

The hectare limit

Below the list is the total, for example +64.1 ha → 64.1 / 10 ha. In the example the file is 64.1 ha, more than the 10 ha of the Free plan, so the import cannot be saved yet. You have two options:

Start free trial — The recommended option. 14 days free, no card needed.
Keep only what fits in 10 ha — Hides parcels until the total is under the limit. Hidden parcels are not imported.

Starting the free trial

Click Start free trial. A window opens:

Hectares — Filled in automatically from your file and rounded up (64.1 ha becomes 65). Raise it if you want room to grow, but never go below the total area of your export, or the import will not fit.
If you keep Pro, pay — Choose Yearly or Monthly. This only matters if you decide to continue after the trial.
Billing address — Optional. Stripe asks for it, so we pre-fill it for you.

Click Start free trial again. You are redirected to a page managed by Stripe, our billing provider. It is completely safe, and it asks for billing details, not your card. You do not need to add a card now.

The trial lasts 14 days. If you want to keep using Harvest Mate after that, add a payment method before the trial ends. If you don't, the farm goes back to the Free plan.

When the trial has started and the total fits within your hectares, click Save import.

That's it — your fields are in. Next, head over to the dashboard map to assign crops to each field for the current season, or jump straight to logging your first job.