Client Import Guide

Importing your client data into Bill4Time is a straightforward process. To ensure a successful import, please follow the guidelines below. Your Customer Success Manager will provide you with a link to your Google Sheets template to complete.

Why Google Sheets?

We use Google Sheets for enhanced security and seamless collaboration. Google Drive allows for granular access control and activity monitoring, ensuring your data remains secure during the import process.

Required Columns

To complete the client import, the following fields are necessary:

• Client Name (Required):  The name of your client as it will appear in Bill4Time.
• Account Manager (Required):  The name of the assigned Account Manager.
• Account Manager ID (Required):  A numeric value found in your Bill4Time User Management tab.
• Status (Required):  Must be listed as either Active or Disabled.
• ClientId (from Previous Software):  Required only if you are importing matters and/or time entries to match them to the correct client.

For any fields you do not wish to include, simply delete those columns from the sheet.

Optional Columns

If applicable, you may also include the following optional fields:

• Custom Client ID:  An optional identifier in Bill4Time.
• Billing Name:  The name that will appear on client invoices if different from the Client Name.
• Type:  Customizable in Bill4Time; ensure this matches your custom lists.
• Address 1, Address 2, Address 3:  Use separate fields for clear formatting on invoices.
• City, State, Zip, Country:  Standard address fields.
• Phone, Mobile, Fax:  Contact details.
• Email:  Only one email per client can be imported.
• Currency Code:  If not specified, the client will follow your firm’s default currency.
• Currency Symbol:  Free text field for adding the appropriate currency symbol.
• Invoice Attention:  Useful if invoices need to be directed to a specific individual.
• Creation Date:  Provide a historical date if applicable.
• Allow ABA Codes:  True or False. If using all rows must be filled with Client or Matter, if the column is deleted the client will follow the firm default.
• Accounting Isolation:  Will follow the firm default if not specified. If using all rows must be filled with Client or Matter. If the column is deleted the client will follow the firm default.

Additional Tips for a Successful Import

• Ensure all data is accurate and formatted correctly, the cleaner the files are the faster we can complete the import.
• Verify Account Manager IDs using your Bill4Time User Management tab.
• Confirm that all Status fields are marked as Active or Disabled. Incorrect entries will be rejected.
• Only one email per client can be imported
• Address's are three separate lines in Bill4Time, be sure to separate them out.

• Client names will be imported exactly as they appear in your sheet. For example, if you enter "Smith, John," it will display as "Smith, John" across invoices, reports, and other locations in Bill4Time.

• You are the expert in your data. While we will do our best to identify potential issues, it is your responsibility to ensure the data is formatted and provided as you'd like it imported.

If you have any questions or need further assistance, your Customer Success Manager is here to help!