Account Importer

Overview

BillingLogix makes it simple to import member or prospect accounts, enabling you to efficiently manage your client database. Whether you are transitioning from another system or bulk-adding accounts, this guide will walk you through the process.

Step 1: Understand the CSV Format

The account importer requires a properly formatted CSV file. Below is an explanation of the columns and required fields:

Required Columns

The following columns are always required for every import:

type: Defines the account type (e.g., member, prospect, or team).
location_id: The default ID of the location associated with the account.
program_id: The default ID of the program associated with the account.

Conditionally Required Columns

Depending on your business settings, these fields may be required:

email: Required for member/team accounts.
first_name and last_name: Required for all member/team accounts.
phone: This is only required if enabled in the settings.
gender: This is only required if enabled in the settings (male or female).
date_of_birth: This is only required if enabled in the settings.
address fields (address1, address2, city, state, post_code, country): These fields are only required if enabled in the settings.

Optional Columns

Other fields can be included for additional information but are not mandatory:

remote_id: Recommended if importing from another system or need to link with other systems
alternate_email: An alternative contact email.
mobile_phone: Additional contact phone for mobile devices.
joined_at: Date the account was added or joined as a member.

Optional Billing Columns

billing_email: Used to link a child account to a billing account that will pay for all invoices.
billing_type: The type of billing account. This will default to family if nothing is specified. Valid Options: (parent | family | friend | other)

Example CSV Format

Here is an example CSV file:

"type","remote_id","first_name","last_name","email","alternate_email","phone","mobile_phone","address1","address2","city","state","post_code","country","gender","date_of_birth","joined_at","billing_email","billing_type","location_id","program_id"
"member",123456789,"John","Doe","[email protected]","[email protected]",1234567890,1234567890,"123 Main St","Ste 1001","Austin","TX",78701,"US","male","01/02/1961","01/05/2021",,,"0f985083-5fbb-4868-a838-c087fefcdb1b","398c1734-34fa-4304-a7cf-a3c4b81313f3"
"member",1234567891,"Kara","Doe",,,1234567890,1234567890,"123 Main St","Ste 1001","Austin","TX",78701,"US","female","01/02/2016","01/05/2021","[email protected]","parent","0f985083-5fbb-4868-a838-c087fefcdb1b","398c1734-34fa-4304-a7cf-a3c4b81313f3"
"member",1234567892,"Rolando","Doe",,,1234567890,1234567890,"123 Main St","Ste 1001","Austin","TX",78701,"US","male","01/02/2020","01/05/2021","[email protected]",,"0f985083-5fbb-4868-a838-c087fefcdb1b","398c1734-34fa-4304-a7cf-a3c4b81313f3"
"member",1234567893,"Mikey","Doe",,,1234567890,,,,,,,,"male","01/02/2019","12/05/2024","[email protected]",,"0f985083-5fbb-4868-a838-c087fefcdb1b","398c1734-34fa-4304-a7cf-a3c4b81313f3"
"prospect",,"Jane",,,,9876543211,,,,,,,,,,,,,"0f985083-5fbb-4868-a838-c087fefcdb1b","398c1734-34fa-4304-a7cf-a3c4b81313f3"

Step 2: Prepare Your Data

Create the CSV File
- Use a spreadsheet application like Excel or Google Sheets to create your data.
- Save the file in .csv format to ensure compatibility.
Ensure Required Fields are Present
- Include all required fields as per the list above.
- Double-check for conditionally required fields based on your admin settings.
Validate Data
- Ensure email addresses are valid (e.g., no typos).
- Confirm IDs (location_id, program_id) match the ones in your BillingLogix system.
- Avoid duplicate entries unless required for your import strategy.

Step 3: Configure Import Settings

Before uploading the file, verify the import settings in the BillingLogix admin panel:

Enable or Disable Fields: Choose which fields (e.g., gender, date_of_birth) are required for the import.
Set Default Values: Define defaults for any missing optional fields (if applicable).

Step 4: Import Your Accounts

Log in to BillingLogix
- Sign in with an account that has the necessary permissions to perform imports.
Navigate to the Import Tool
- Go to the Settings section in the BillingLogix dashboard.
- Select the Import Jobs option.
Upload Your CSV File
- Click Add Import Job and select the CSV file you prepared.
- Ensure the file is in .csv format and meets the column requirements.
Validate Data
- The system will automatically validate the data.
- Fix any errors or warnings shown in the validation summary.
Start the Import
- Click Submit to begin the process.
- The progress will be displayed, and a summary will be shown upon completion.
  - It may take up to one minute for the import job to start processing.

Step 5: Verify the Import

Check the Import Summary
- After the import, BillingLogix will show a summary of:
  - Total accounts imported.
  - Accounts skipped (with reasons).
Review Imported Data
- Navigate to the Accounts section to verify the new accounts.
- Cross-check a few records to ensure accuracy.

Troubleshooting

Missing Required Fields: Ensure all required fields are included and correctly mapped.
Invalid IDs: Confirm that location_id and program_id match existing IDs in your BillingLogix setup.
CSV Formatting Issues: Ensure the file is saved in .csv format and contains no extra spaces or special characters.

Additional Notes

Prospect Accounts: If importing prospects, ensure the type column is set to prospect.
Custom Requirements: Adjust the required fields in the admin settings before importing if needed.
Support: For assistance, contact the BillingLogix support team or refer to the API Documentation for advanced options.

This guide will help you navigate the account import process efficiently. Follow each step to avoid common errors and ensure a successful import. For more help, reach out to the BillingLogix support team.