CRM (Basic): Import a Client List

Our import tool allows you to transfer client accounts and contact data to TaxDome at the same time, so you can quickly start working from your portal. Although you can create new contacts and accounts manually, uploading a CSV file is a much faster way to transfer your data to TaxDome. 

Covered here:

Prepare a CSV File 

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To prepare a file to import your preexisting contact and account data, use a spreadsheet program such as Excel or Google Sheets. For instructions on how transfer your data from a specific platform or software program, go here.

  • When importing your client data to TaxDome, remember that Accounts and Contacts are different
    • Accounts are the entities you work for and bill, whether a company, a trust, a family, or an individual. 
    • Contacts are the actual individuals you interact with. For more details, go here.
  • Create a spreadsheet with your client data, then save it as a CSV file. Make sure that the CSV file is UTF-8 encoded. 
  • Enter only one contact per spreadsheet row, even when several contacts are linked to the same account.
tip

Tip: If your source software generates a file with the taxpayer and spouse on the same row, no need to manually edit the CSV. Instead, follow the instructions here.

  • 👋  We can help! If your CSV file ends up with multiple contacts per row and you don't know how to fix it, let us know. Our support team is happy to help: Follow these steps to get assistance. 

1. Create a spreadsheet

Create and label the columns. 

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Tip: When you name the columns, each column header name stands for a different data property.

Here are some examples of column header names: 

  • Column AAccount Name:  The name of company or trust (a nonpersonal account) or the name of an individual or family (a personal account).
  • Column BContact Name: The first and last name of the contact linked to the account.
  • Column CFirst Name: First name on its own.  
  • Column DLast Name: Last name on its own.  
  • Column EEmail: An email address must be provided for a contact to have portal access.
  • Column FPhone Number 
  • Column G | City 

2. Fill in the rows of the spreadsheet with contact information

Your spreadsheet might already have custom columns; however, make sure you follow these basic rules for a smooth import:

  • Each row must include only one contact.
  • If you plan to create new accounts while transferring your data, make sure there is an Account Name column. Label it Account Name (what TaxDome calls the data property) or whatever name works for you. If a contact does not need to be linked to an account, leave the row in the Account Name column blank.
  • If two or more contacts share the same account, use the same account name in each contact’s row. 

Not sure how to set up different types of accounts, such as a married couple who file separately? Go here to see examples, then check out these tips:

I Want to Import Several Accounts With the Same Contact

Q: How do I enter a bunch of different accounts that need to be linked to the same person on the spreadsheet? Like several businesses that belong to one business owner? 

A: Create one row for each account, then enter the same contact information for each account in the appropriate columns.

In the example spreadsheet below, Account Name gets mapped to Account Name on TaxDome, and five accounts are created during the import process, each one linked to Brian Ross’s contact information. Brian Ross can then log on to TaxDome using email@example.com, and then switch between accounts. 

I Want to Import Several Contacts With the Same Account 

Q: How do I enter several contacts that need to be linked to the same account on the spreadsheet? For example, several business partners who own one business or a taxpayer and their spouse.

A: Use one row for each contact, then enter the same account name for each person in the appropriate column.

In the example spreadsheet below, Name_Business Name gets mapped to Account Name on TaxDome, and six accounts are created during the import process. Michael Douglaston is linked to one contact; Robbie Corp to three; Smith Family to three; Mart Frickey to one; Solomon Deutsch to one; and Chrissy Tidder to one.

I Want to Import Contacts To Two Accounts Simultaneously

Q: How do I enter several contacts that need to be linked to two accounts on the spreadsheet? For example, children who need to have their own accounts but still need to be linked to the family account.

A: Use two rows for each contact, then change the account name while keeping all the contact details. This can save you some work later since you wouldn't have to manually link the contacts.

3. Save the spreadsheet in CSV format

TaxDome only recognizes spreadsheets saved as CSV files. From your spreadsheet’s menu bar, go to File, then select Save as CSV or Download as CSV (the wording might vary according to the program you use).

tip

Tip: If your software generates a file with the taxpayer and spouse on the same row, no need to manually edit the CSV file. Instead see the instructions here.

Microsoft Excel: In the Save as type field, select CSV (Comma delimited). In the Tools drop-down menu, select Web Options. Open the Encoding tab. In the Save this document as drop-down menu, select Unicode (UTF-8), then click OK.

Now that you’ve saved your spreadsheet as a CSV file and made sure it is UTF-8 encoded, you’re ready to import your contacts to TaxDome.

Step 1. Upload the CSV File to TaxDome

Go to Clients, then click Import. You can also access this button from the Contacts tab.

Drag-and-drop the CSV file or click Browse to locate it on your desktop to upload it.

Step 2. Create Accounts (Optional)

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Tip: Skip to Step 4. if you want to import contacts only and not create accounts.

If you do want to create accounts, here’s how:

1. Map the Account Name: Select the column header name from your spreadsheet that corresponds to TaxDome’s Account Name property. If you used Account Name as the column header name on your spreadsheet, it is automatically mapped to TaxDome’s Account Name property because they have the same name. 

2. Map account fields: Add any data from your spreadsheet as custom fields for your accounts. Review all column header names on the left, then choose either Do not import or Map to property from the Action drop-down menu. If you choose Map to property, select the custom field from the Account field drop-down menu. 

  • If an account that has the same name already exists on TaxDome, it will not be changed and all of its data will remain the same. 
  • If  a column header name from the spreadsheet does not have a corresponding account property, create a new one by selecting New field in the drop-down menu. For more details, go here.

Step 3. Define Settings (Optional)

In this step, apply settings in bulk to the newly imported accounts. 

1. Linked contacts: On the left, under EMAILS, you’ll see the TaxDome Email property. If you have added custom email fields for your contacts, you’ll see these as well. 

Select the access rights for each contact whose email address is linked to the imported account. By default, all access rights are toggled on: 

  • LOGIN: When this is toggled on, the contact can use their TaxDome client portal.

  • NOTIFY: When this is toggle on, the contact receives all system notifications, such as for messages, organizers, contracts, invoices, emails sent from TaxDome or via pipeline automation and more.

  • SYNC EMAIL: When this is toggled on, you’ll be able to see and reply to the client’s emails in your Inbox+ and view all of the emails in their account’s Email tab. 

If you want clients to receive an email invite to their TaxDome portal, check the  Send Invitations box. To add a custom message, type one in the Personalized message field. If you don’t want to invite them right away, send an invitation later by going to the Accounts tab, and opening the Pending Activation subtab.


2.  Tags: If you’ve created tags to identify your accounts, apply them here. Don’t have tags yet? Learn how to create them here.

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Tip: If you want to apply different sets of tags to accounts, prepare different spreadsheets for accounts that should be labeled with the same tags. For more details, go here.   

3. Assignees: By default, new accounts are assigned to the person doing the import. Select additional team members you want to have access to all the imported accounts. For more on account access, go here.

4. Folders and documents: If you use a custom folder structure for client documents, apply folder templates in bulk to the newly created accounts. For more details about creating folder templates, go here. The Default Tax Years template is automatically applied to new accounts if you don’t select a folder template you've already created.

Step 4. Create Contacts

To start importing your contacts to TaxDome, review the column header names from your spreadsheet on the left, then choose either Do not import or Map to property from the Action drop-down menu. Columns header names in your spreadsheet that match TaxDome contact property names (e.g., First Name, Phone, Email, City) get automatically mapped. 

If you choose Map to property, select the contact property name from the Contact field drop-down menu. You can also add a new field by clicking New field in the drop-down menu. For more details about contact custom fields, go here

  • You don’t have to pair every column header name; you can leave the Action field selection as Do not import.

Once you’ve finished mapping, click Continue. This does not begin the import process. You will still be able to return to this step if you’ve made any mistakes.

Step 5. Review 

When you review the mapping results, you’ll see all of this:

  • Which team members will be assigned to the accounts
  • Which tags will be assigned to the accounts
  • Which custom account and contact fields will be created
  • Which contacts will be created with which names and email addresses
  • Which accounts will be created with which linked contacts

If everything looks good, click Start Import. If not, go back to make any necessary fixes.

Now, you can leave the page; the process continues on its own. Once the import is done, you receive an email notification. Click the link in the message to go to the import results. You’ll see:

  • How many contacts were imported
  • How many spreadsheet rows were skipped
  • How many accounts were created
  • How many accounts were updated
  • How many custom fields were created

If some rows were skipped (because of errors), you can export a zipped CSV file telling you which ones and why. Reasons for skipped rows include empty cells in mandatory columns (e.g., contact names) or cells in the email column that are missing email addresses. Now, you can leave the page; the process continues on its own. The export results will be sent to you via email.

If you are having difficulties with the import process, let us know! Our team is always happy to help!  

Who Can Import?

pro

This section is for TaxDome Pro users only. Upgrade at any time.

A firm owner and admin can import contacts and create accounts on TaxDome. If you want team members to be able to import, give them access rights to manage contacts:

1. Go to Settings, select Team & Plans in the menu bar, click on the three dots to the far right of the team member’s name, then click Edit.

2. Toggle on Manage contacts, then click Save.

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Tip: Check out TaxDome Academy to take fun, comprehensive classes and become a TaxDome superstar.

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