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Importing Clients

Updated

Use Import Data → Clients to create clients in bulk or to update existing ones. Sample file: sample-clients-import.csv.

Columns, in order:

  • ID* — NEW, or the ID from the Clients export.
  • FirstName — required.
  • LastName
  • DisplayName — required. This is the name shown throughout PSS and the name other imports use to find the client.
  • Email — one or more addresses separated by semicolons; PSS stores them as the client’s notification list.
  • Phone, Mobile, Fax
  • Address, City, State, Zip, Country — the address is geocoded on import so the client appears on maps.
  • CompanyName
  • Active — Inactive makes the client inactive; anything else (including blank) makes it Active.
  • AutoPay — YES turns AutoPay on.
  • AutoPayType — one of Recurring and One-Off Invoices, Recurring Invoices, One-Off Invoices (as printed by the export). Anything else leaves the type unset.
  • SendInvoicePdf — YES attaches a PDF to invoice emails.
  • Online Processing Fee — YES passes the online payment processing fee to this client.
  • Notes — for a NEW client the text becomes the client’s first note in the Notes history. Notes are not changed when updating an existing client.
  • ClientType — Residential, Commercial, Management, Vacation or Bank Owned. Unknown or blank becomes Residential.
  • QBODepartment — only present when QuickBooks Online is connected and departments are enabled; the department name as it appears in QBO.
  • QBOTaxCode — only present when QuickBooks Online is connected; the tax code name as it appears in QBO.
  • InvoiceReminders — YES turns invoice reminders on, NO turns them off, blank leaves the client’s current setting alone.

Note: The Clients export prints the same columns, so the fastest way to update many clients is export → edit → import. The export’s Notes column joins all of a client’s notes with |; on import, that text is only written for NEW rows.

Note: Leave Country blank for United States clients — a blank country is saved as United States. Any other value in that column is currently saved as an empty country (see the change log); it does not affect geocoding because the street address, city, state and zip are still used.