Efficiently manage large volumes of customer data by utilizing our Customer Import feature. This tool enables you to quickly upload and organize customer information in bulk, saving you time and reducing manual data entry errors. By streamlining your customer setup, you ensure accurate records for smooth invoicing, streamlined account management, and easy linking of associated work addresses—all from the start.

View Setting

➡️ Profile Icon > Settings > Imports and Backups > Import Customers

Preparation Before Import

Before you start the import process, verify and set up the following in Commusoft:

Customer Type: Define the types/categories your customers fall into.
Creditor Day: Set up payment terms for your customers.
Customer Titles: Make sure titles (e.g., Mr., Ms., Dr.) are correctly formatted and standardized.
Advertising & Building Type: Confirm these fields are configured to align with your data.

Customer vs Work Address

In Commusoft, customers can have multiple associated work addresses. Here’s how they’re organized:

Customers: This represents the main property or primary address, typically used for invoicing and account management. Start by importing your customers, and then add any associated work addresses separately, linking them to their respective customer accounts. For example, if an estate agent manages 50 properties, you’d first import the estate agent as a customer, then import the 50 properties as work addresses linked to that customer.
Work Addresses: These are specific properties or locations associated with a customer but separate from the primary address. They’re listed under the main customer account, making the customer responsible for all associated work addresses.

Examples:

Customer: Estate Agent → Work Address: Tenant
Customer: Building Contractor → Work Address: Site
Customer: Landlord → Work Address: Tenant
Customer: Restaurant HQ → Work Address: Individual Restaurant

When importing, you must first import the primary customers.

Importing Customers

Preparing your import file

Use the Customer Import Template:
- Start with the provided template to make sure your data is organized and formatted correctly.
Check Required Fields:
- Ensure key fields, such as Surname, Company Name, and Address Line 1, are filled in correctly to avoid import errors.
Clean and Validate Data:
- Verify that all required fields are complete.
- Remove any unnecessary characters or punctuation (e.g., extra spaces or symbols).
- Ensure dates are formatted as yyyy-mm-dd (e.g., 2016-04-21) for consistency.
Manage the Title Column:
- If your file does not include a Title column, the first title listed in Settings > Global > Titles will be automatically applied.
Remove All Commas:
- To maintain the correct CSV structure, remove any commas within data fields, as they can disrupt the file’s format during import.
Prepare Data in CSV Format:
- Ensure your data is saved as a CSV file, as this format is required for importing.

Upload your file

➡️ Customer import

Select your CSV file for import.
Check the box if your file has a header row.
- This csv file has a title in the first row
Map your CSV columns to the corresponding fields in Commusoft accurately.
Click Save
A system notification will show a pass/fail message once the import is complete.
- If there are any failures, refer to the file attached to the notification and make the relevant corrections.
- Import duration may vary based on file size, but typically takes a few minutes.

Download a sample Customer Template.

Causes of Import Failure

Missing or unconfigured values for:
- Customer type, Title, Advertising type, Building type, Vacant property, and Service reminder names (1 and 2).
Empty Surname or Company name.
Missing Address line 1.
Incorrect Service date format.
Invalid Email address.

CSV Columns for Customers

Column Name	Description	Notes
Type	Type of customer (e.g., Private, Company)	Must be configured in settings.
Title	Customer's title (e.g., Mr, Mrs)	Must be configured in settings.
Name	First name of the private customer	Optional.
Surname	Surname of the private customer	Required if Company name is empty.
Company name	Name of the company	Required if Surname is empty.
Address 1	First line of the property address	Required, must be unique.
Address 2	Second line of the address	Optional.
Town	Town where the property is located	Optional.
County	County of the property	Optional.
Postcode	Postcode of the property	Required.
Telephone	Customer’s landline	Optional.
Mobile	Customer’s mobile number	Must be valid.
Email	Customer’s email	Must be valid.
Advertising type	How customer found you	Must be configured in settings.
Building type	Type of building	Must be configured in settings.
Vacant property	Is the property vacant? (Yes/No)	Optional.
Accounting reference	Account number in accounting software	Optional.
Service reminder name1	Service reminder	Must be configured in settings.
Service reminder date1	Reminder date in `yyyy-mm-dd`	Optional.
Service reminder name2	Another service reminder name	Must be configured in settings.
Service reminder date2	Another service reminder date	Optional.
Notes	General notes	Optional.

Importing Work Addresses

Always import customers first before work addresses to ensure proper linkage. Importing work addresses without their associated customers may cause import errors.

Prepare your data in a CSV format the same way as you did the customer file.
Navigate to the customer record.
Click Quick Links
Select Bulk upload work addresses.
Follow the steps listed on the Import work addresses page.
- The system supports up to 5,000 records per file; if your data exceeds this, split it into multiple files.

Example CSV:

Download a sample Work Address Template.

Causes of Import Failure

Missing Surname/Company name or Address line 1.
Unconfigured Titles, Service reminders, and Advertising types.
Invalid Email address.
Non-unique addresses (combination of Address line 1, 2, 3, Town, Postcode).
Duplicate records are updated if they match in Address line 1 and Surname.

CSV Columns for Work Addresses

Column Name	Description	Notes
Landlord title	Title of the landlord	Must match system settings.
Landlord name	First name of the landlord	Optional.
Landlord surname	Surname of the landlord	Optional.
Landlord company name	Company name of the landlord	Optional.
Landlord address line 1	Address line 1 of the landlord	Optional.
Landlord postcode	Postcode of the landlord	Optional.
Title	Title of work address customer	Required.
Name	First name of customer or work address	Optional.
Surname	Surname of customer or work address	Required.
Telephone	Work address landline number	Optional.
Mobile	Work address mobile number	Must be valid.
Postcode	Postcode of the property	Required.
Service reminder name 1	Name of the service reminder	Optional.
Service reminder date 1	Service reminder date	Optional.
UPRN	Unique Property Reference Number	Optional.

Handling Import Notifications

When an import is complete, you will receive a notification. Due to the amount of data being imported, it may take some time.

Post-Import Process

Pass/Fail Email: After the import, you'll receive an email indicating "Import Successful" (pass) or "Import Failed" (fail). For failed imports, detailed error messages and corrective actions will be provided.
Correct Errors: If the import fails, use the error messages to adjust your data before re-uploading.
Post-Import Checks: After receiving the confirmation email, navigate to Customer Records to verify the correct import of data. Check for missing details or incorrect associations.

Failed Import Notification

If the import fails, you will receive a notification alerting you to the failure.

Steps to Resolve a Failed Import:

Read Notification Carefully: The notification will contain information on what caused the import to fail.
Access Attached Files: Look for the 'Attached files' section, which will have an Excel document detailing the reasons for failure.
Review and Correct Errors: Use the information from the Excel document to resolve any issues with your data.
Re-import Failed Records: Once corrected, re-import the records to Commusoft.