Our import tool allows you to transfer both your client accounts and contact data to TaxDome at the same time, so you can get to work from your portal ASAP.
One of the basics to keep in mind when importing your client data to TaxDome is the difference we make between Accounts and Contacts. On TaxDome, Accounts are the entities you perform work for (and who you bill), whether that's a company, a trust, a family, or an individual; Contacts are all the actual people you interact with in the course of business. A contact might be associated with more than one account. For instance, the contact Kate Smith might be linked to the accounts Kate Smith Family, Kate’s LLC 1, and Kate’s Trust. In this case, Kate, the person/contact, is associated with three different accounts.
Although you can create new contacts and accounts manually, uploading a CSV file is a much faster way to transfer your data to TaxDome. Before you get started, you’ll need to do some prep:
- Create a spreadsheet with all your contact and client data, then save it as a CSV file. You’ll also need to make sure that the CSV file is UTF-8 encoded. If you’re transferring the data from a program you are currently using, go here to find software-specific details.
- Enter only one contact per spreadsheet row, even when several contacts are linked to the same account.
- 👋 We can help! If the export gives you multiple contacts per row on your spreadsheet, and you need help fixing it, let support know. We’re happy to assist. To request assistance with an import, complete this form: TaxDome Import Assistance
- Who Can Do This?
- Prepare a CSV File
- Step 1. Upload a CSV File to TaxDome
- Step 2. Import Contacts: Map the Column Names to TaxDome Contact Fields
- Step 3. Create Accounts and Add Portal Access
- Step 4. Review Mapping Results and Finish the Import Process
Who Can Do This?
A firm owner is always able to import contacts and create accounts on TaxDome. If you’d like one or more team members to do the import instead, you’ll have to give them access rights to manage contacts:
1. Go to Settings, select Team & Plans in the menu bar, navigate to Active Team Members, then click on the team member’s names in the list.
2. Click on the Edit Access Rights pencil icon, then turn on the Manage contacts toggle.
3. Click SAVE.
Prepare a CSV File
To prepare a file to import your preexisting contact and account data, you’ll need to use a spreadsheet program, such as Excel or Google Sheets. Or if you want to export your client data from a program you’re currently using, see our software-specific instructions here.
1. Create a spreadsheet
Create and label the columns. Note: When you name the columns, each column name (aka header) stands for a different data property. Here are some examples of column names:
- Account Name (column A): This column would be for the name of the entity, whether it’s the name of a business (a non-personal account) or an individual (a personal account).
- Contact Name (column B): This column would be for the first and last name of the contact as they should appear on TaxDome.
- First Name (column C): First and last names can also be included as separate columns.
- Last Name (column D)
- Email (column E): In order for a contact to have portal access to one or more accounts, they’ll need an email address.
- Phone Number (column F)
- City (column G)
2. Fill in the rows of the spreadsheet with contact information
Your spreadsheet might already have custom columns you can use. Just make sure to follow these basic guidelines so the import goes well:
- Each row must include only one contact.
- If you plan to create new accounts on TaxDome while transferring your data, make sure there is an Account Name column. You can label it Account Name (which is what TaxDome calls the corresponding custom field) or whatever works for you. If a contact does not need to be linked to an account, leave the row in the Account Name column blank.
- If two or more contacts share the same account, use the same account name in each contact’s row in the Account Name column. They will then all be linked to the account.
Not sure how to set up different types of accounts, such as one for a married couple who file separately? Go here to see some examples, then check out our tips below.
- I Want to Import Several Accounts With the Same Contact
- I Want to Import Several Contacts With the Same Account
I Want to Import Several Accounts With the Same Contact
Q: On the spreadsheet, how do I enter several accounts that need to be linked to one contact? For example, multiple businesses that belong to one business owner.
A: To import multiple accounts with the same contact, create one row for each account, then enter the same contact information for each in the appropriate columns.
In the sample spreadsheet below, Account Name would get mapped to Account Name on TaxDome, and five accounts would be created during the import process, each one linked to Brian Ross’s contact information. Brian Ross can then log on to TaxDome using email@example.com, and then switch between his accounts.
I Want to Import Several Contacts With the Same Account
Q: On the spreadsheet, how do I enter several contacts that all need to be linked to one account? For example, several business partners who own one business.
A: To import multiple contacts who are with the same account, use one row for each contact, then enter the same account name for each in the appropriate column.
In the sample below, Name_Business Name would get mapped to Account Name on TaxDome, and six accounts would then be created during the import process: Michael Douglaston with one contact, Robbie Corp with three, Smith Family with three, Mart Frickey with one, Solomon Deutsch with one, and Chrissy Tidder with one.
3. Save the spreadsheet in CSV format
This option is usually be found under File in the menu bar of your spreadsheet program: Select Save as .CSV or Download as .CSV. Different spreadsheet programs use different language. If you save the spreadsheet as another type of file, TaxDome won’t recognize it.
Note: The spreadsheet must have commas as delimiters and be UTF-8 encoded in order for the contact imports to be accurate. If the CSV file is not UTF-8 encoded, symbols like ™, ®, or © might get improperly converted.
If you’re using Microsoft Excel, select CSV (Comma delimited) in the Save as type field, go to Web Options in the Tools drop-down menu, open the Encoding tab, then select Unicode (UTF-8) in the Save this document as drop-down list. Then click OK.
Now that you’ve saved the spreadsheet as a CSV file and made sure it is UTF-8 encoded, you are ready to import your contacts to TaxDome.
Step 1. Upload the CSV File to TaxDome
Go to Clients, then click on the IMPORT button. You can also access this button from the Contacts tab.
Click the UPLOAD CSV FILE button and locate the file on your desktop.
Step 2. Import Contacts: Map the Column Names to TaxDome Contact Fields
To start importing your contacts to TaxDome, go to the Map Contact Fields section.
- On the left, under COLUMN NAME, you’ll see a list of the column names you used on your spreadsheet. Each one stands for a different contact property; eg, first name, middle name, company, email, etc.
- On the right, under CONTACT PROPERTY, you’ll see a list with Select field in each row. When you click in the Select field area, the drop-down menu will give you a list of TaxDome contact properties. Each one stands for a TaxDome custom field, where your data will go once you’ve mapped and imported it.
- Map the column names to the corresponding TaxDome contact fields. To do this, click on Select field in each row, then choose the same contact property as the one to the left. In short, pair each row. You can type the first letters of the contact property to select it faster.
Note: When you are pairing property to property, the names for each may not always be identical. For Instance, if you used Business Name as the column name on your spreadsheet, you would select Company Name as the contact field on TaxDome.
- If a default contact field is missing for one of the column name properties, select Create new text field or Create new email field in the drop-down menu. The custom field with the column name will then be created. You can also add custom fields manually.
- Each contact property must be mapped to only one of the columns from the spreadsheet.
- Columns names that aren’t mapped won’t appear as custom fields on TaxDome.
- Rows in the Contact Name column should not be blank.
Once you’ve mapped all the columns, click MAPPING. This does not begin the import process. You can still return to this step if you’ve made mistakes.
Step 3. Create Accounts and Add Portal Access
This process creates accounts and updates existing ones on TaxDome. Skip it if you want to only import contacts and not create accounts.
If you do want to create accounts, here’s how:
1. Pair the TaxDome Account Name property with the same property on the spreadsheet.
On the left, under ACCOUNT NAME, you’ll see the Account Name property for the new account you are creating on TaxDome. On the right, under COLUMN NAME, you’ll see a drop-down menu with the list of the column names from your spreadsheet. Pair the TaxDome Account Name property with the same property from the spreadsheet.
2. Select access rights for each contact whose email is linked to the account
Here, you give users portal access to the new TaxDome account, decide who should receive system notifications, and choose whose email you’ll need to view and respond to on TaxDome.
On the left, under ACCOUNT EMAILS, you’ll see the Email property from TaxDome. To add portal access to new TaxDome accounts, make sure that you’ve mapped the Email field to the email property on your spreadsheet (click Back to get back to the previous stage). All of the email addresses belonging to contacts linked to the account will then be added.
By default, there is only one email property. However, if you want multiple users to access one account, you can add the column with the additional email to your CSV, map it to the email property on TaxDome, then set up the portal access settings for this property. For example, allow portal access to users whose email addresses are linked to the account, but turn off the notifications for them—or choose whatever combination is needed.
The LOGIN, NOTIFY, EMAIL SYNC, and Send Invitation toggles:
LOGIN: If you turn this toggle on for an email address, its user will be able to access the TaxDome client portal to go to the account. If you would like that person to receive an email invitation to use their TaxDome client portal, turn on the Send Invitation toggle.
To add a custom message to the invite, type in the Personalized message field. You also have the option to turn on the portal access but send the invitation later, which you can do anytime from the Pending Activation subtab in the Accounts tab.
NOTIFY: If you turn this toggle on for an email address, its user will receive all system notifications (about new messages, invoices, organizers, etc.) and all emails sent to the account from TaxDome or via pipeline automation.
EMAIL SYNC: If you turn this toggle on for an email address, you’ll be able to see all the emails from it in the Inbox+ section and in the Email tab of the account. You’ll also be able to reply to them right from TaxDome.
3. Select tags you wish to assign to the imported accounts
You can assign tags during the import process by selecting them from the list. Note that the tags you select will be applied to all imported accounts. Thus, if you need to apply different tags for different accounts, please prepare two different spreadsheets: one with all the data for accounts you want to apply a first tag to and another one with all the data for accounts you want to apply a second tag to.
Once you’ve mapped the ACCOUNT PROPERTY, selected the access rights for each contact’s email address linked to the account, and selected the tags, click CREATE. This does not begin the import process. You can still return to this step if you’ve made mistakes.
Step 4. Review Mapping Results and Finish the Import Process
When you review your mapping results, you’ll see the following:
- How many contacts will be imported.
- How many accounts will be created.
- How many columns will not be included (these are columns that were not mapped).
- How many tags will be assigned.
- If the users will receive email invitations.
If everything looks good, click IMPORT. If not, click Back to make any necessary changes.
Now, you can leave the page; the process will continue on its own. Once the import is complete, you’ll receive an email notification and be able to review your import results by clicking the link in the message.
If some rows were skipped (because of errors), you can download a CSV file telling you which ones and why. Reasons for skipped rows might include empty cells in mandatory columns (such as the column designated for contact names) or cells in the email column that are missing email addresses.
If you run into any snags during the import process, our team is always happy to help!