Set up historical invoices and open balances in Canopy by filling out and uploading the Client Workbook before your team starts using the account.
Why it matters: Importing your existing invoices and open balances during setup ensures your financial records are complete from day one. Without them, you'd be manually recreating months or years of invoice history once you're live.
Table of Contents
Prepare Your Workbook and Account
You'll need a few things before you start:
Download your open balance data from your current system(s) — QuickBooks Online, desktop accounting software, or wherever you currently track invoices. You'll paste this into the workbook in the next section.
Download the Client Workbook ("Canopy_Universal_Template.xlsm") from the email sent by your Implementation Specialist or Data Migration Specialist. Save it to your computer.
Enable macros in Excel (Windows and Mac may differ slightly):
Find the downloaded workbook in your file explorer.
Right-click the file and select Preferences.
Scroll to the bottom and find the Security section.
Select Unblock and click Save.
Open the workbook in Excel. You may see a prompt below the ribbon to enable macros — select Enable.
Turn off billing reminders and late fees in Canopy while you import (you can turn them back on afterward):
Click the blue circle with your initials in the top right.
Select Settings > Billing Settings > Invoicing.
Turn off Reminders & Late Fees.
Disable QuickBooks Online sync (if you use it) while you import:
Click the blue circle with your initials in the top right.
Select Settings > Billing Settings > Manage QBO Integration.
Turn off Sync.
Download your Client List from Canopy:
Go to Clients > Client List.
Remove all active filters.
Click the three-dot menu next to Add Client.
Select Export filtered list.
Save this file — you'll use it to verify client names in the next section.
Fill in the Open Balance Workbook
📝 Note: The workbook is locked to protect the embedded formulas. When you add rows using the Canopy Tools, it creates unlocked cells where you can paste your data.
Open the Client Workbook in Excel.
Use the Add/Paste Rows tool in the Excel ribbon to add at least as many rows as you have invoices to import.
This unlocks cells so you can paste data without breaking the workbook.
Fill in the required fields:
Client Display Name — Copy client names from your Canopy export. Names must match exactly (spelling, capitalization, spacing).
Invoice Date — The date the invoice was created. Format: mm/dd/yy (e.g., 03/15/24).
Due Date — The date payment is due. Format: mm/dd/yy. Can be the same as Invoice Date or different.
Amount — The balance owed. Must be a positive number. Negative balances cannot be imported.
Fill in the optional fields (if applicable):
Client Group Name — If you use Client Groups in Canopy, enter the group name here.
Invoice Description — What appears in the Invoice List under "Description" in Canopy. Can be anything (e.g., "Tax Return", "Monthly Service").
Single Line Description — What appears on the invoice sent to your client. Can be anything you'd like.
📝 Note: You can import multiple invoices per client or one combined open balance per client — your choice. Just make sure each row has the correct client name and all amounts are positive.
Example of a filled out Open Balance Worksheet:
Upload and Wait for Import
Use the secure upload link sent by email from your Implementation Specialist or Data Migration Specialist to upload your completed workbook.
The import will take 5–7 business days to complete.
Your Data Migration Specialist will reach out if they have questions.
Once complete, you'll receive an email asking you to review and verify the import.
Summary
This article covered how to prepare your Canopy account and Client Workbook, fill in your open balance data, and upload the file for import. After 5–7 business days, you'll be asked to review the results and confirm everything imported correctly.
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