Import (Basic): Migrate your client data to TaxDome

Our import tool lets you transfer client accounts and contact data to TaxDome so you can quickly start working from your web portal. Here, find out how to do your initial import.

Import clients, explained

Import is a tool for transferring client records (divided to accounts and contacts) from your previous CRM system to TaxDome. It allows you to add accounts and contacts in bulk, eliminating the need for manual creation.

To import the client list, you should prepare the CSV file beforehand. Ensure you follow our step-by-step instructions when preparing the CSV to avoid losing client records.

By default, only a firm owner and admin can import clients. If you want team members to be able to import, give them access rights to Manage contacts.

What kind of import do you need?

TaxDome import tool is flexible, allowing you to import not only all records at once but also specific types of records. For example, you can import only accounts without creating new ones to update CRM fields for existing clients. Below, we outline common import scenarios and options:

Import accounts and contacts: Use this option to fully migrate your client base to TaxDome.
Import accounts only (no contacts): Use this option if you already have accounts in TaxDome but want to add some CRM information in bulk. For example, you may want to add tags or account roles to existing accounts. Find the most common scenarios in a separate guide.
Import contacts only (without accounts): Use this option to create new contacts without linking them to accounts. It may be useful if you have a list of potential clients or clients' employees who need to be saved separately. This could be also used if you need to add additional custom CRM fields for the contacts.

Below, we demonstrate the import process for a full client database migration. Notes will be provided where actions differ for other import types.

Step 1. Upload CSV file

On the first step of import you need to upload your prepared CSV file. Here's how: navigate to Clients > Accounts (or Clients > Contacts) from the sidebar menu and click Import.

Click Browse or drag and drop the CSV file.

Step 2. Create accounts

On the second step you will create accounts. Find the descriptions of the most important settings below.

Map account name

Select the column header name from your spreadsheet that corresponds to TaxDome’s Account Name property. If you used Account Name as the column header name in your spreadsheet, it is automatically mapped to TaxDome’s Account Name property because they have the same name.

Choose account type

Choose how to apply the account type to imported clients:

Account type	Result
Individual, Company, Other	The selected account type will be applied in bulk to all imported accounts. The account type column in your CSV will be ignored (if any). `If "Company" is selected, the "Company Name" field will be filled with the data from the "Account name" column.`
Map with CSV column	If you have added a column for account type to your spreadsheet, select this option, then select the appropriate column from a dropdown, e.g., Account type.
Ignore	Use it only when updating existing clients. Do not use it when adding new ones—otherwise, all accounts will be assigned the Other type, and the account type column in your spreadsheet will be ignored.

Map account fields

Map the columns of your CSV file to the account fields in TaxDome to have the data from the CSV columns automatically added to the account details.

To map accounts fields:

a. Review all column header names from your "CSV property column" on the left. Decide which ones you want to add to your TaxDome accounts and which ones to skip.

b. For each row, select either the Sync field (to add the value from the CSV) or Ignore (to skip it) from the Action drop-down menu.

c. (If you selected Sync field) For each row, select from the drop-down menu the TaxDome fields to which the values from the CSV will be added. You can use the default TaxDome fields or create custom fields.

Please note that Tags and team members rows are

d. Review and click Continue.

Note! If you want to add accounts only (or add bulk CRM fields to the existing accounts), proceed with the separate guide.

Step 3. Define settings

In this step, apply settings in bulk to the newly imported accounts:

Linked contacts

When you import accounts and contacts, you may decide if you want to turn on contact toggles. These identify the basic settings for your client interactions. The best practice here is enable all contact toggles ( a, b, c) in bulk but don't send client invitations for joining the portal. This way, you have time to set up everything first. You will be able to invite clients at a later point when you are ready.

Under Emails, you will see the example of the added email fields (e.g., Email, Additional email, etc.) mapped in the previous step. By setting up toggles, you will enable/disable a, b, c, d for each contact person whose email is linked to the imported account:

a. Login: When toggled on, the contact can use their TaxDome client portal.

b. Notify: When toggled on, the contact receives all system notifications, such as for messages, organizers, and more.

c. Email sync: When toggled on, you can see and reply to the client’s emails in your Inbox+.

d. Send invitations: When checked, you will send an email invitation to the TaxDome portal right when the import is finished (not recommended).

Assignees

Select team members who will be assigned to the clients. New accounts go to the importer by default if a team member's name isn’t in the CSV. You can select additional team members you want them to have access to all the imported accounts.

Folders and documents

If you use a custom folder structure for client documents, apply folder templates in bulk to the newly created accounts. You can rely on the Default tax years template if no custom one is selected. Click Continue.

Step 4. Create contacts

Lastly, you need to add contacts to the system. They will be automatically linked to the accounts. The process is similar as for the accounts: match CSV columns to TaxDome contact fields to ensure the right data is imported.

To map contact fields:

a. Review all column header names from your CSV property on the left. Decide which ones you want to add to your TaxDome contacts and which ones to skip.

b. For each row, select either the Sync field (to add the value from the CSV) or Ignore (to skip it) from the Action drop-down menu.

d. Review and click Continue. This does not begin the import process. You can still return to the previous steps if you make any mistakes.

Step 5. Review and import results

Reviewing the mapping results, you’ll see how the import settings worked for a few examples of your data:

Accounts will be created with which linked contacts (if any).
Contacts will be created with which names and email addresses (if any).
Assignees will be assigned to the accounts.
Tags will be assigned to the accounts/contacts.
Custom fields will be created and/or filled in.

If everything looks good, click Start import. If not, return to make any necessary fixes. Now, you can leave the page. The import process will continue on its own.

Once the import is done, you will receive an email notification. Click the link in the message to go to the import results. You’ll see:

How many contacts were imported.
How many spreadsheet rows were skipped.
How many accounts were created.
How many accounts were updated.
How many custom fields were created.

If some rows were skipped (because of errors), you can export a zipped CSV file telling you which ones and why.

If you are having difficulties with the import process, let us know! Our team is always happy to help!