Data Import Guide for Bill4Time

Importing your data into Bill4Time is a simple and secure process designed to help you get up and running quickly. This guide walks you through the necessary steps and best practices for importing Clients, Matters, and Time Entries using our secure Google Sheets templates.

Your Customer Success Manager will provide you with personalized links to your templates for each type of import.

🛡️ Why Google Sheets?

We use Google Sheets for enhanced security and seamless collaboration. This allows for:

• Controlled access to sensitive data
• Real-time updates and feedback
• Streamlined communication between you and our team

👥 Client Import Instructions

✅ Required Fields

Ensure the following fields are completed in the Client template:

• Client Name: As it will appear in Bill4Time
• Account Manager: Name of the assigned user
• Account Manager ID: Numeric User ID from your User Management tab
• Status: Must be "Active" or "Disabled"
• Client ID (from Previous Software): Required only if importing Matters or Time Entries to maintain data linkage

➕ Optional Fields

Include any of the following if relevant:

• Custom Client ID
• Billing Name
• Type (must match an existing custom type in your settings)
• Address 1, Address 2, Address 3
• City, State, Zip, Country
• Phone, Mobile, Fax
• Email (only one email per client)
• Currency Code / Symbol
• Invoice Attention
• Creation Date
• Allow ABA Codes: Must be "Client" or "Matter" in all rows or column must be deleted
• Accounting Isolation: Same requirement as ABA Codes

💡 Tips for Success

• Verify Account Manager IDs in User Management
• Ensure all statuses are marked "Active" or "Disabled"
• Use one email per client
• Separate address lines into three fields
• Client names will appear exactly as entered in reports and invoices

📂 Matter Import Instructions

✅ Required Fields

• Client Name: Must exactly match what’s listed in the Client import
• Matter ID from Previous Software: Required only if importing Time Entries

➕ Optional Fields

• Custom Project ID
• Client ID (generated by Bill4Time after import)
• Project Type: Must match an existing project type in your settings
• Description
• Assigned To / Assigned To ID (User ID from User Management)
• Status: "Open" or "Closed"
• Billing Method: "Hourly", "Flat Fee", or "Contingency"
• Percent Rate: Required for Contingency billing
• Flat Fee Rate
• Payment Due Upon: Choose "Bill Regularly for Time" or "Bill at Matter Close"
• Allow ABA Codes
• Email: One email address per matter

💡 Tips for Success

• Verify Assigned To IDs before importing
• Only one email per matter can be included
• Format addresses across three lines
• Matter names appear exactly as entered, including capitalization

⏱️ Time Entry Import Instructions

✅ Required Fields

• Client ID (from Previous Software)
• Client Name
• Project ID (from Previous Software)
• Project Name: Must match exactly to your Matter import
• User: Name of the Bill4Time user
• User ID: Found in User Management or via export
• Billable Hours
• Date of Work
• Private Description
• Status: "Ready for Billing" or "Billing Complete"
• Billable: "True" if the entry should appear on an invoice

➕ Optional Fields

• Public Description: Visible on invoices (remove if you’d prefer to use Private Description)
• Override Rate
• Hourly / Flat Fee: Set to "True" if applicable
• Flat Fee Amount
• Exclude from Invoice
• Litigation Code / Activity Code
• Travel Time: Use 0.00 where not applicable

💡 Tips for Success

• Double-check User IDs and Project Names
• Match Client and Project names exactly
• Enter only one client and one project per entry
• Set statuses correctly to avoid delays
• Confirm billable hours are accurate

🚨 Important Reminders for All Imports

• You are the expert in your data — our team will assist with structure, but it's your responsibility to ensure formatting and accuracy
• Clean data = faster import — verify, trim, and align fields before submission
• Use the User Management tab in Bill4Time to retrieve accurate user IDs
• Only one email per client or matter can be imported
• Contact your Customer Success Manager if you have any questions or need help at any step

✅ Ready to Get Started?

Look for your Google Sheets links from your Customer Success Manager. If you haven’t received them, or need help accessing the templates, just let us know! We're here to ensure your import into Bill4Time is seamless and successful!

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