Importing clients

  • Updated

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

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

Importing overview

Before preparing your client data for import, please note that client information is required in order to import other entities, such as jobs, leads, estimates, and invoices. If you are planning on importing these other entities, you may save yourself some time by omitting the clients that are already included on those files.

If you are using or plan on using the QuickBooks Online integration, you may also save some time importing your clients by simply connecting your Workiz and QuickBooks accounts.

What we can import What we cannot import
  • Name
  • Company
  • Email
  • Phone
  • Secondary phone
  • Service address
  • Billing address
  • Allow billing
  • Ad source
  • Custom fields
  • Call and message history
  • Parent client relationships
  • Additional properties
  • Client tags
  • Payment terms
  • Notes

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:

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 client).

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.

Client field guidelines

Workiz prevents the creation of duplicate clients by finding an existing email address and phone number. If your file contains duplicate clients, the number of clients on your file may differ from the number of clients that are actually imported.

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.

Ad source Optional Must match one of the sources that already exist in Workiz.
Custom fields Optional

Must match one of the custom fields that already exist in Workiz.

Follow the guidelines below based on your field type:

  • Dropdown menus: Dropdown options must already exist in Workiz. 
  • Numbers: Can only include whole numbers.
  • Checkboxes: Must be formatted as "true" or "false," where true = checked and false = unchecked.
  • Text/large text: Typically used for note-related text.
  • Images: Cannot be imported.
  • Date: Can be formatted as DD/MM/YY.

Client import sample file

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

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