Mass Importing Customers via Excel
📥 Mass Importing Customers via Excel
If you're migrating from another system or managing a large client base, Ontraccr allows you to bulk-import customers using an Excel file. This is a support-assisted process, which ensures data integrity and proper formatting.
This article explains how the customer import works and how to prepare your data.
🚀 Overview: Import Options
You can import customer data into Ontraccr via:
- ✅ Support-assisted Excel upload
- ❌ There is no self-service upload option in the UI
📂 How It Works (Step-by-Step)
1. Request the Template
- Contact Ontraccr Support to request the official customer import template.
- The file includes all required and optional columns supported by the platform.
2. Fill Out the Template
- Open the Excel file and fill in the customer data.
| Field Name | Required | Notes |
|---|---|---|
| Name | ✅ | Customer's display name |
| Division | ✅* | Required if you have more than one |
| Labels | Optional | Comma-separated if multiple |
| Office Email | Optional | Useful for auto-emails in workflows |
| Billing Email | Optional | Use for invoice routing |
| Phone Numbers | Optional | Office, Mobile, Fax |
| Addresses | Optional | Office and/or Billing Address |
| Website / Info | Optional | General info fields |
| Material Discount | Optional | % value only (e.g., 10 for 10%) |
| Billing Rate | Optional | Must match an existing rate name |
- ❗ Do not add or rename columns in the file.
- If you're unsure about a field’s format, ask Support for a sample entry.
3. Submit to Support
- Email the completed file to your Ontraccr Support contact or upload it through the support portal (if available).
4. Confirmation
- Once the import is complete, Support will notify you.
- You’ll see the new customers appear in your Contacts > Customers tab.
⚠️ Tips & Edge Cases
- Divisions must exactly match existing division names if you’re using multiple.
- Billing rates must already be set up under
Settings > Time Tracking > Rates. - Material discounts should be numeric only (no
%sign). - You can leave optional fields blank if the info isn’t available.
💡 Use Cases
- Migrating from legacy systems or spreadsheets
- Onboarding hundreds of existing clients quickly
- Consolidating customer data after a merger or department shift