Importing estimates

  • Updated

In this article, you will learn about the estimate importing process in Workiz.

Workiz can help save you valuable time by importing various pieces of historical business data — including estimate information.

Importing overview

What we can import What we cannot import
  • Client information (e.g., name, contact, address, etc.)
  • Estimate creation date
  • Estimate status
  • Images and files
  • Line items
  • Subtotals
  • Tax amounts
  • Discounts
  • Tips
  • Related jobs, invoices *
    • Note: Jobs and invoices can be imported as standalone entities independent of the estimates on your account.
  • Client custom fields
    • Note: Client custom fields can only be imported when importing clients.

Understanding the process

The importing process detailed in this article requires you to prepare your files in order to submit a formal request with our technical support team. This request is typically submitted around the time of your onboarding period to help you get started with Workiz. 

  1. Review the import documentation
  2. Prepare your files for import
  3. Submit files to our technical support team

Workiz offers various tools to help with the recurring import of clients, leads, and invoices. To learn more about how you can regularly import data from third-party platforms, please see the following topics:

QuickBooks Online complications

If you are using or plan on using the QuickBooks Online integration in Workiz, it is not recommended to import estimates. This may result in complications with duplicate payment information.

File types

Workiz can only accept flat CSV or XLS/XLSX files for importing purposes. A flat file is a plain text file with each row representing a single, separate entity (e.g., one row = one estimate).

A flat CSV cannot have complex hierarchical structures or relationships between separate rows.

When compiling your data, be sure to create a separate file for each entity. If you are requesting an import of clients, jobs, leads, estimates, invoices, and items, you will need to have six separate files.

Estimate import guidelines

When importing estimates into Workiz, you will need to provide information relating to both the estimate and relevant client. Please prepare your import file using the exact field names seen below:

Field Required/optional Notes
First name Required  
Last name Required  
Company Optional  
Email Required*

May be optional if phone number is provided instead.

Can only contain one email address.

Phone Required* May be optional if email address is provided instead.
Secondary phone Optional  
Service address Required Can be formatted into one column or individual columns. Must include:
  • Address
  • Unit (optional)
  • City
  • State
  • Zip code
  • Country (optional)
Billing address Optional Can be formatted into one column or individual columns. Must include:
  • Address
  • Unit (optional)
  • City
  • State
  • Zip code
  • Country (optional)
If the billing address is the same as the service address, leave this column blank.
Allow billing Optional

Must be formatted as "true" or "false," where true = allow billing enabled and false = allow billing disabled.

With this setting enabled, you will be able to close jobs associated with this client despite having an outstanding balance.

If not provided, this field will be set to disabled.

Created date Required

Can be formatted as DD/MM/YY MM:HH AM/PM.

If not provided, this will be set to the date of the import.

Status Required Must match one of the default estimate statuses that already exist in Workiz:
  • Unsent
  • Pending
  • Approved
  • Won
  • Denied
  • Archived
If not provided, the status will be set to unsent.

Payment information (optional)

With estimates, you can also import relevant payment information.

Field Required/optional Notes
Single total Required

Must be the final total after taxes, discounts, tips, and other total-related figures have been calculated.

Cost Optional  
Paid amount Optional  
Payment date Required

Can be formatted as DD/MM/YY MM:HH AM/PM.

Must include both date and time.

If not provided, the payment date will be set to the date of the import.

Payment method Required Must match one of the default payment methods in Workiz:
  • Credit
  • Check
  • Cash
If no method is provided, the payment will be logged under cash.
Payment confirmation Optional May be provided for the following payment methods:
  • Credit
  • Check

Estimate import sample file

For more help with putting together your estimate import file, please see the attached file below.

Was this article helpful?