You can Import different items into your Service Autopilot account, which can save you time and energy. This is especially useful if you're switching software and have information that needs to be moved over, or if you're making certain changes.
Before you can Import, you'll need to ensure you have the correct user rights enabled for your role.
To Import data, follow these steps:
- Hover over your profile icon and click Import/Export.
- Click Import Data in the new tab that appears.
- Select what you are wanting to import from the "Import Type" dropdown menu, such as Schedules.
- Click the Download Template button to save and edit an Excel worksheet of the items that need to be imported.
Note: You can also download the most common templates from the bottom of this article.
- Some templates have more than one worksheet tab at the bottom, such as the "Schedules" and "Example and Instructions" tabs below. Be sure to fill in the Import information for each tab you need.
Note: The names of the worksheet tabs are important because they're used to import the tab's data. Each worksheet tab will be imported separately.
- In the Select Excel File field, choose the updated Excel worksheet, then enter the name of the worksheet tab you want to import. The name of the tab must match the name listed in the Excel worksheet. You will get an error if there is an extra space before or after the name.
- Click Next to preview the data that'll be imported. Make sure the headers (Client Name, Customer ID, Service Name, etc.) on the importer are mapped correctly.
If a header says "do not import," that field will not be imported.
Note: Ensure the same number of rows appear in the importer as in the worksheet. The importer will display the number of rows but you'll subtract 1 from the row total for the headers. For example, if you have 100 rows in Excel including your header, then the importer should say 99 rows.
There may be empty rows in the worksheet if the rows don't match, which will import empty clients into your account.
- Click Import when you're ready.
- Repeat steps 6 and 7 for any additional worksheet tabs that need to be imported.
Before importing, you must manually create your packages, schedules, and custom fields in SA. These items need to have the same name in the worksheet as they do in SA. Otherwise, the information may not be imported.
Clients should be imported first followed by services, products, employees, and so on. Clients' recurring jobs are the last thing to import because clients and services need to be in the account before they can be tied to jobs.
Below is a list of Import fields for some of the most common "Import Types." Some of these fields are required and will show in bold.
3. Billing Address
4. Billing City
5. Billing State
6. Billing Zip
7. Branch (Must be entered in SA first)
8. Cell Phone
9. Client's Full Name
Duplicate names will not import even if the address is different. If there are multiple properties under the same client, we recommend entering the client’s full name with the address. Examples: Sherlock Holmes - 221B Baker St. or Holmes, Sherlock (221B Baker St.)
12. Custom Fields (Must be entered in SA first)
We can NOT import Tags. You would need to import these to a custom field, then use the custom field to filter and tag the client list.
14. Customer Type (Client, Lead, Former Client, Closed Lead)
15. Customer Email (We can only import one address)
17. First Name
18. Home Phone
19. Last Name
22. Map Code
23. Master Property Name
The master property should appear first in order on the worksheet. If it's not imported first, the link between the two properties will not be successful.
25. Referred By (Must be entered in SA first)
26. Salesperson (Must be entered in SA first)
27 Service Address
28. Service City
29. Service State
30. Service Zip
31. Work Phone
2. Class (For QuickBooks ONLY)
3. Asset Account (For Inventory products ONLY)
4. COGS Account
7. Income Account
8. Inventory Part? (Yes/No – Inventory is the default if this isn't specified)
9. Parent Product Name (Must be imported into SA first)
10. Part Number
11. Product Name
12. Purchase Description (For Inventory products ONLY)
13. Sales/Invoice Description
14. Sales Price
15. Taxable (Yes/No)
16. Track Chemicals (Yes/No)
Fields for Chemical products ONLY:
1. Application Area
2. Application Area ID
3. Application Method
4. Application Method ID
5. Application Volume
6. Application Volume ID
7. Application Volume Rate
8. Chemical Custom Field
9. Client Instructions
10. EPA Registration Number
11. Label Instructions
12. Scientific Name
13. Target IDs
2. Client Name (Must be entered in SA first)
4. Initial Date
6. Package Round ID (For packages ONLY)
9. Resource Name (Must be entered in SA first)
10. Resource ID
11. Route Sheet Notes
12. Schedule Name (The Master Schedule or Package name - Both must be entered in SA first)
13. Schedule ID
14. Service Name (Must be entered in SA first)
15. Start Recurring Date
4. Branch ID
6. Cell Carrier
8. Date Hired
9. Date of Birth
10. DL Number
12. First Name
14. I-9 Date
15. Last Name
18. Postal Code
19. Resource Code (Abbreviation/Initials)
20. Resource ID Number
21. Social Security Number
24. Vendor Type (For Vendors ONLY)
2. Budgeted Hours
3. Code (Abbreviation or shorthand)
4. Income Account (Must be entered in SA first)
5. Invoice Description
6. Service Name
7. Parent Service Name
9. Service Mode (Flat Rate/Hourly/Per Unit)
10. Tax Code (Tax/Non)
If you want to match data, such as Income Account names, Parent/Master names, or Referred by name, then that data must be spelled the same as it is elsewhere.
Remove all formatting, special characters, wrapped text, and formulas before importing to prevent the worksheet from loading blank or giving you an Ajax error. If you get an Ajax error, refresh the page and try again. If the error persists, log out of your account, then log back in.
Do not click Clear Contents because this option will clear your data.
CSV files cannot be imported. You must upload an XLSX file when importing. To convert a CSV file to an XLSX file, click File > Save as > Click the Save as type drop-down menu under the file name and select Excel Workbook (*xlsx).
It's best practice to import a single item from your list first to ensure it was imported correctly. This is especially helpful because many items cannot be reversed once data is imported. If you're satisfied with the result then import your remaining items.