Whether you're merging firms, consolidating offices, or transitioning to a new Canopy workspace, this article breaks down the account migration process into clear steps to make your transition smooth and stress-free.
Required Plan, License, and Permissions
To perform a Canopy-to-Canopy migration, you'll need Admin-level permissions in both accounts involved.
We recommend using either the Canopy Desktop Assistant (available for Windows and Mac) or the Canopy Virtual Drive (Windows only) to transfer files efficiently.
If you need help at any point, our Customer Support team is here to assist you.
Why does this matter to an accountant/admin?
Migrating client data and files is essential when merging or transitioning firms. Doing it right the first time avoids disruptions, reduces cleanup work, and keeps your team organized during the transition.
Article Quick Navigation
Step 1: Export Your Client List
To begin the migration, export the client list from the Canopy account you're moving away from.
Log in to the source Canopy account.
Click the Clients tab in the navigation bar.
Select Client List from the menu.
Click the three-dot icon in the upper-right corner.
Choose Export Filtered List.
In the drop-down, select either Individual or Business.
Click Export.
💡 Heads Up: Be sure to export Individual Clients and Business Clients as separate CSV files—you’ll import them separately later.
Step 2: Prepare Your Client List for Import
Before importing, clean up the data to avoid errors and ensure accuracy.
Open the exported CSV in Excel or Google Sheets.
Make any needed updates or additions.
Save the updated file as a CSV.
Tips for Cleaning Your Data:
Remove duplicate clients or contacts.
Delete outdated or unused columns.
Add missing information like tags, client IDs, or custom fields.
Check formatting to match your new Canopy account structure.
💡 Canopy Tip: Add a tag to these clients before import. This helps you quickly identify, update, or remove imported clients later.
Step 3: Import Your Client List
Now that you've exported and cleaned your client data, you're ready to import it into your new Canopy account.
Log in to the Canopy account where you want to import clients.
Click the Clients tab in the navigation bar.
Select Client List from the menu.
Click the three-dot icon in the upper-right corner.
Choose Import Clients from the dropdown menu.
✅ For Legacy Client Structure Users
If your account uses the legacy client structure (clients and contacts managed together), you can:
Select "Other" from the source list.
Choose Individual or Business, depending on the file you're uploading.
Drag and drop your exported CSV file or upload it from your computer.
Review and map columns as needed.
Click Validate and Import to complete the process.
💡 Canopy Tip: If you're unsure which structure your account uses, ask your account admin or reach out to our Customer Support team for help.
🔄 For New Client/Contact Structure Users
If your account uses the new client/contact split, you'll need to:
Click Import Clients in step 5 as usual.
On the import screen, download the Canopy Import Template provided there.
Copy your cleaned data into the template format.
Upload the completed import template.
Map columns and proceed with Validate and Import.
💡 Canopy Tip: After your import is complete, take a moment to review your clients in the Client List to confirm everything imported correctly.
Need to start over? Learn how to archive or delete imported clients.
Need step-by-step help? Check out our guide on importing client lists.
Still stuck? Our Customer Support team is always happy to help!
Step 4: File Migration
Once your client list has been imported, you can begin migrating client documents. This process involves two parts: exporting files from your old Canopy account and uploading them into your new account.
Part 1: Export Files from the Old Canopy Account
✅ If you have access to Windows
Use the Canopy Virtual Drive (CVD) for the most efficient workflow:
Download and install the Canopy Virtual Drive.
Open the Virtual Drive in File Explorer.
Locate the Client Files folder.
Click and drag or copy and paste to move each client’s folder to your computer’s hard drive or another drive of your choice.
💡 Canopy Tip: Keep folder names consistent—they’ll be matched automatically during upload.
🚫 If you don’t have access to Windows
Download files manually from the Canopy web app:
Go to the Client Files section in Canopy.
Open the client folder you want to migrate.
If the client has multiple folders (e.g., Tax, Bookkeeping):
Create a new folder with the client’s name in the client files section.
Bulk-select the existing folders in the files section.
Deselect the new folder you created.
Drag the selected folders into the new client folder.
Download the new client folder.
💡 Canopy Tip: Files downloaded from Canopy are saved as .zip files.
Before uploading them into the Desktop Assistant, you must unzip (expand) the folder on your computer.
Part 2: Upload Files to the New Account Using the File Migration Tool
Download and open the Canopy Desktop Assistant (CDA) (Windows and Mac supported).
Open the File Migration Tool in the CDA.
Use the Smart Match feature to match folder names with client names in your new account.
Review any matches and confirm the upload.
💡 Canopy Tip: Folder names must exactly match your client names (including punctuation and spacing) for Smart Match to work.
Summary
You’ve now learned how to export and prepare your client list, import it into a new Canopy account, and migrate files using the tools that best fit your setup—whether that’s the Virtual Drive or Desktop Assistant. Following these steps helps ensure your transition is organized, accurate, and efficient.
Need help?
Need help? Contact Support or ask Penny, our AI Support Bot, for assistance.