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How to import your clients and contacts in Upflow?

How to import your clients and contacts in Upflow?

Find out how to import your customers and contacts into Upflow.
Samantha Semuhin avatar
Written by Samantha Semuhin. Updated over a week ago

Do you have a large volume of customers and want to import them into Upflow in bulk? We have the solution for you!

From the Customers tab, click on the Add customers button, then on Import customers and finally select the customer file to import.

It is important that this file respects the rules explained below.

how to import customers in Upflow

Import method

Import Customers

The columns to be completed are as follows:

  • Customer ID (mandatory if several customers in your system can have the same name): this reference must uniquely identify each of your customers. If a customer reference appears on your invoices, it is the latter that must be entered in your customer import file

  • Customer name (required): the name of the customer. If you do not specify a Customer ID, the field is used to uniquely identify the customer

  • Customer accounting code

  • VAT number

  • Address: street only

  • Postal code

  • Town

  • State / Region

  • Country

  • Email of the Account Manager

  • Workflow's name: the name of the workflow to be affiliated with the customer in question

  • Default payment period: this data must correspond to a number (eg 30 for a period of 30 days). It is this payment period that will be assigned by default in the event of no due date being indicated on your invoices. Note that you can also specify a default payment term for all your customers (in your Settings > Invoicing tab)

It is possible to specify groups and subsidiaries between clients. Here's how:

  • Step 1: Add a line to the import file for each of the customers concerned (group and subsidiaries) as explained above

  • Step 2: For subsidiaries, complete the following columns: Group name (= Customer name) and Group ID if applicable

Note: a customer can be imported without a contact filled in

Import Contacts

Prior informations:

  • A contact must have an email filled in to be able to be imported

  • If a customer has several contacts, you must create as many lines as there are contacts. For each line of contact, you must specify at least the Name of the company and/or the Client ID if applicable. The rest of the information related to the customer (ex. Address) does not have to be duplicated.

The columns to be completed are as follows:

  • Contact email (required): this email must uniquely identify a contact in Upflow

  • Contact first name

  • Contact Name

  • Contact phone

  • Contact reference: the reference of the contact in your system or in a third-party system if applicable

  • Contact Position: The contact's role in their organization. This can be: ACCOUNTING, SALES, PURCHASER (buyer) or PAYER.

  • Main contact: if your customer has several contacts, you can specify which is the default contact by entering "1" in this column. If several contacts of the same customer are imported as Main Contact, the last contact imported will be considered as the main contact

File format and templates

The file must be in a CSV or Excel format.

  • For a CSV file: the authorized separators are ";" (semicolon), "," (comma) and "|" (vertical bar). The separator will be automatically detected. Each line must contain the same number of separators.

  • For an Excel-type file: the file must only contain the data to be added and therefore, for example, no document title in the first line, logo, etc.

How does a customer data import work?

  • Lines in the file identified as new customers/contacts will be imported as new customers.

  • Lines identified with an existing customer/contact will update that customer/contact

Import's process

After selecting your file and clicking on the Import button, a window allowing you to link the columns of your file to the corresponding fields is displayed. Depending on the content of your file, Upflow can automatically make the association.

Once you have associated each column to be imported, click on Submit.

While the import is processing, the following icon is displayed:

Once the import is processed, the following icon will appear:

By clicking on this icon, two different messages may appear:

  • "Import of clients/contacts successful": your platform is therefore up to date

  • "Failed to import clients/contacts": in this case, the errors will be displayed with the reason. Please update these lines to reimport them.

Any questions, suggestions? Get in touch!

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