Our import tool allows you to transfer client accounts and contact data to TaxDome at the same time, so you can quickly get start working from your portal.
When importing your data to TaxDome, keep in mind the difference between Accounts and Contacts. Accounts are the entities you perform work for (and bill), whether a company, a trust, a family, or an individual; Contacts are the people you interact with during business. A contact might be linked to 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.
Although you can create new contacts and accounts manually, uploading a CSV file is a faster way to transfer your data to TaxDome. Before you start, you’ll need to prep:
- Create a spreadsheet with your contact and client data, then save it as a CSV file. Make sure that the CSV file is UTF-8 encoded. If you’re transferring the data from a program you currently use, 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 your spreadsheet ends up with multiple contacts per row, and you need help fixing it, let support know. We’re happy to assist. To request assistance, follow the steps provided in the article.
- Who Can Import?
- Prepare a CSV File
- Step 1. Upload a CSV File to TaxDome
- Step 2. Import Contacts: Map TaxDome Contact Fields to Column Names
- Step 3. Create Accounts and Add Portal Access
- Step 4. Review Mapping Results and Finish the Import Process
Who Can Import?
A firm owner is always able to import contacts and create accounts on TaxDome. If you want one or more team members to import instead, 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 toggle on Manage contacts.
3. Click SAVE.
Prepare a CSV File
To prepare a file to import your preexisting contact and account data, use a spreadsheet program, such as Excel or Google Sheets. Or if you want to export your client data from a program you currently use, see our software-specific instructions here.
1. Create a spreadsheet
Create and label the columns. Note: When you name the columns, each column name (or header) stands for a different data property. Here are some examples of column names:
- Account Name (column A): The name of the entity, whether the name of a business (a non-personal account) or an individual (a personal account), will go in this column.
- Contact Name (column B): This column is 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 an account, an email address must be included.
- Phone Number (column F)
- City (column G)
2. Fill in the rows of the spreadsheet with contact information
Your spreadsheet might have custom columns, but make sure you follow these basic guidelines so your import goes smoothly:
- Each row must include only one contact.
- If you plan to create new accounts while transferring your data, make sure there is an Account Name column. Label it Account Name (which is what TaxDome calls the corresponding custom field) or whatever name 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 for a married couple who file separately? Go here to see examples, then check out these tips:
- 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: How do I enter a bunch of different accounts that need to be linked to the same person on the spreadsheet? Like several businesses that belong to one business owner?
A: Create one row for each account, then enter the same contact information for each account in the appropriate columns.
In the example spreadsheet below, Account Name gets mapped to Account Name on TaxDome, and five accounts are 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 accounts.
I Want to Import Several Contacts With the Same Account
Q: How do I enter several contacts that need to be linked to the same account on the spreadsheet? For example, several business partners who own one business.
A: Use one row for each contact, then enter the same account name for each in the appropriate column.
In the example spreadsheet below, Name_Business Name gets mapped to Account Name on TaxDome, and six accounts are 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
In most cases, you can go to File in the menu bar of your spreadsheet program: Select Save as .CSV or Download as .CSV. Different spreadsheet programs use different language. TaxDome only recognizes spreadsheets saved as .CSV files.
Note: The file must use commas as delimiters and be UTF-8 encoded to ensure an accurate import.
With 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 your spreadsheet as a CSV file and made sure it is UTF-8 encoded, you’re 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 TaxDome Contact Fields to Column Names
To start importing your contacts to TaxDome, go to the Map Contact Fields section.
- On the left, under CONTACT PROPERTY, is a list of TaxDome contact properties. (This is where your data will go once you’ve mapped and imported it.)
- On the right, under IMPORT FILE COLUMN NAME, are rows with Select field. Click Select field to get a drop-down menu with the column names from your spreadsheet.
- Map each TaxDome contact property to the corresponding column name on your spreadsheet: Click Select field in each row and select the correct match for the contact property on the left.
- Type the first letter of a column name to select it faster.
Note: When pairing contact properties to column names, the names may not always be identical. TaxDome’s Company Name might correspond to Business Name on your spreadsheet, for example.
- If a contact property is missing for a column name, add a custom one by clicking Add fields on the top right. For more details, go here.
- You can map several different contact properties to the same column name from the spreadsheet.
- You don’t have to pair every contact property to a column name. Just leave Select field.
Once you’ve mapped each row, 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
During this step, create accounts and update existing ones on TaxDome. Skip it if you want to import contacts only and not create accounts.
If you do want to create accounts, here’s how:
1. Pair the TaxDome ACCOUNT PROPERTY with the matching COLUMN NAME from the spreadsheet.
Under ACCOUNT PROPERTY, you’ll see Account Name for the new account you are creating on TaxDome. On the right, under COLUMN NAME, click on Select field for a drop-down menu with the column names from your spreadsheet. Select the column name (or property) that matches the property on the left.
2. Select the access rights for each contact whose email is linked to the account.
Here, give users portal access to the new TaxDome account, decide who receives 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, 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 notifications for them—or whatever combination needed.
The LOGIN, NOTIFY, EMAIL SYNC, and Send Invitation toggles:
LOGIN: When toggled on for an email address, that user will be able to access the TaxDome client portal to go to the account. If you would like them to receive an email invitation to their TaxDome client portal, toggle on Send Invitation.
To add a custom message to the invite, type in the Personalized message field. You also have the option to turn on portal access but send the invitation later from the Pending Activation subtab in the Accounts tab.
NOTIFY: When toggled on for an email address, that 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: When toggled on for an email address, you’ll see all emails from that user in Inbox+ and in the Email tab of the account. You’ll also be able to reply to them from TaxDome.
3. Select tags you wish to assign to the imported accounts.
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. If you need to apply different tags to different accounts, 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 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 (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 include empty cells in mandatory columns (e.g., contact names) or cells in the email column that are missing email addresses.
If you run into any problems during your import process, our team is always happy to help!