Before importing your client data into Client Intelligence, it's important to ensure your file is properly organized and formatted. Preparing your spreadsheet in advance helps streamline the import process, minimize errors, and ensure your client, entity, and contact information is accurately captured.
Follow the steps below to prepare and clean up your data file for a smooth import.
1. Export your client data
Export your client, entity, and contact list from your current tax preparation or practice management software (e.g., CCH, UltraTax, Drake, Lacerte, ProConnect). Most platforms offer a client list export as a CSV or Excel (XLSX) file — that raw export is a perfect starting point.
2. Organize your spreadsheet
Client Intelligence imports the following records that are required: Clients, Entities, Entity Types, Contacts and Emails. Your spreadsheet should have:
One row per record — each client, entity, or contact gets its own row.
A single header row at the top labeling each column (e.g., Client Name, Entity Name, Entity Type, Contact First Name, Contact Last Name, Email, Phone).
A column linking entities to their parent client. If you manage multiple entities under one client (for example, several LLCs owned by one family or group), include the family name in the client column.
3. Clean up the file
A few minutes of cleanup saves a lot of time:
Remove blank rows, and any subtotal or notes rows (do not waste time on duplicates, our system will take care of it).
Avoid merged cells, formulas, and multiple tabs — keep all data on a single sheet with plain values.
Use consistent naming (e.g., spell each client's name the same way on every row that references it).
4. Check the file requirements
File format: CSV or XLSX
Maximum file size: 20 MB
Maximum 1,000 rows per file
Only one file can be uploaded at a time
If your client list exceeds 1,000 rows, split it into multiple files. These can then be imported sequentially.
Once your file is organized, cleaned, and meets the requirements above, it's ready to be imported into Client Intelligence.