Import (Basic): Prepare your CSV file

CSV, explained

A CSV (Comma-Separated Values) file is a simple format for storing and organizing data in a table, similar to an Excel spreadsheet. Each row represents a record (such as a client), and each column contains specific details (such as Account name, Account type, email, etc.). Unlike Excel spreadsheets, a CSV file does not include formatting or formulas—just plain text with values separated by commas.

CSV files are widely used for importing data into CRM systems like TaxDome because they allow you to create or update multiple client records at once quickly. Instead of adding clients individually, you can prepare a CSV file with all the necessary details and upload it to TaxDome.

Things to remember:

You can create a CSV file in Excel just like you would create a spreadsheet. The only difference is that you need to specify that it’s CSV when you are saving it.
If you’ve used another accounting CRM before TaxDome, you don't need to create a CSV from scratch; just export it from your current provider.
The file should be UTF-8 encoded and should not exceed 300 kB.

Before you start

Distinguish accounts and contacts: Contacts are individuals you interact with. Accounts are entities you work for and bill, such as a company, a family or an individual. When working with CSV files, it's important to remember that the import is based on contacts, not accounts. This is because a single account (like a business or a married couple) can have multiple contacts (such as several employees or both spouses).
Use different spreadsheets for different client groups. These can be imported one by one, with different settings applied.
If your source software generates a file with the taxpayer and spouse on the same row, you don't need to manually edit the CSV. Instead, follow the instructions for importing a file with the taxpayer and spouse on one row.

👋 We can help! If your CSV file ends up with multiple contacts per row and you don't know how to fix it, let us know. Our support team is happy to help: Follow these steps to get assistance.

Create and label the columns of your CSV file

Properly format your CSV file before uploading it to TaxDome to ensure a smooth import process. Please follow these steps to create a well-structured file that meets the system's requirements.

When you name the columns, each column header represents a different data property. This will be mapped with the appropriate TaxDome property during import. Some columns will be mapped to accounts, while others will be to contacts. Here are some general rules to follow for a smooth import:

Each row must include only one contact.
To ensure that accounts are created while transferring your data, check if there is an Account Name column.
If you plan to add columns for custom fields, pay attention to the data format. Different types of custom fields support different characters:
- Divide options with a comma or semicolon ("," or ";") for multi-select dropdown custom fields.
- The dates should be filled in the corresponding format:

Now, let's review common columns used in CSV for import.

Account fields/custom fields (Columns A-J)

Remember, these should refer to the business entity you are to work for. Since one account can have several contacts linked to it, your spreadsheet could have several lines for different contacts referring to the same account.

Column A | Account Name: The name of a company or trust (a non-personal account) or the name of an individual or family (a personal account). For spouses, it is advised to use two names and a surname.
Column B | Account Tags: Label(s) you can apply for grouping accounts. If you want to apply several, be sure to separate them by commas.
Column C | Account Type: Individual or Company.
Column D | Team Members: Team members you would like to be automatically assigned to account during import. Enter the exact name as created in the web portal, separating names with commas if there are multiple.
Columns E-G | Account Role Name (e.g., Tax Preparer, Reviewer): Enter the exact account role name as created in the web portal. List team members assigned to this role, separating names with commas if there are multiple. Use a separate column for each additional role (e.g., Column G for Manager).
Columns H-J | Custom Fields: Additional fields for accounts that will be created during the import. These may include important information that you would like to add to your accounts, like Tax Filing Status, SNN/EIN or City. Feel free to add as many fields as needed by creating additional columns.

Contact fields/custom fields (Columns K-V)

These should refer to individuals you interact with: spouses, company employees, etc.

Column K | Contact Name: Here, we specify the first and last name of the contact.
Column L | First Name
Column M | Last Name
Column N | Email: Providing an email address is essential for all contacts who are intended to have portal access.
Column O | Phone Number. Having this info in a contact is particularly useful when using the SMS feature.
Column P | Street address
Column Q | Custom Fields: Additional fields for contacts that will be created during the import. These may include important information you want to add to your contact, like Birthday, Best time to call. Feel free to add as many fields as needed by creating additional columns.
Column R | Contact Tags: Label(s) you can apply for grouping contacts. If you want to apply several, be sure to separate them by commas.

Common import scenarios

Depending on the different types of clients, you may need to set up different types of accounts, such as those of a married couple who file separately. Below are a few common situations to help guide you through filling in rows of the spreadsheet with information correctly.

Import several businesses that belong to the same business owner
Import spouses/business partners
Import contacts to two accounts simultaneously
Import contacts only

Import several businesses that belong to the same business owner

For these, you need to have different accounts that are linked to the same person. Create one row for each account, then enter the same contact information for each account in the appropriate columns.

In the example spreadsheet below, a contact for Brian Ross is added to TaxDome after import. Also, five different accounts are created, each one linked to Brian Ross’s contact information. Brian Ross can then log in to TaxDome using email@example.com and switch between accounts.

Import spouses/business partners

For these, you must have several contacts linked to the same account . Use one row for each contact, then enter the same account name for each person in the appropriate column.

In the example spreadsheet below, three accounts will be created: two for family and one the company one. The account for Simpsons will be linked to two contacts of spouses, the account for Flansers will be linked to four contacts (spouses and their children), and the company account for Americal Wheels will be linked to three contacts - employees of this business entity.

Import contacts to two accounts simultaneously

You can have one contact to be linked to two or more accounts in the spreadsheet. For example, children who need their own accounts but still need to be linked to the family account. For these, copy the row for the contact, then change the account name while keeping the contact details the same.

In the example below, Bart and Lisa Simpson will be linked to The Simpsons account and, at the same time, will be linked to their own accounts.

Import contacts only

If you don't need your contacts to be linked to accounts (for example, you are transferring the info about your prospects), leave the row in the Account Name column blank.

Save the spreadsheet in CSV format

TaxDome only recognizes spreadsheets saved as CSV files. Please make sure that the CSV file is UTF-8 encoded and doesn't exceed 300 kB.

From the menu bar in your spreadsheet, go to File, then select Save as CSV or Download as CSV (the wording may vary based on the program you are using).

Microsoft Excel: In the Save as type field, select CSV (Comma delimited). In the Tools drop-down menu, select Web Options. Open the Encoding tab. In the Save this document as drop-down menu, select Unicode (UTF-8), 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.