Set up your team's time and billing data in Canopy by filling out and uploading the WIP Workbook with your current work in progress records.
Why it matters: Manually entering weeks or months of time entries would take hours. The WIP Workbook lets you bring all your current unbilled time into Canopy at once, so your financial records are complete from day one..
Table of Contents
Download and Set Up Your Workbook
Download the 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:
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. Below the ribbon, you may see a prompt to enable macros — select Enable.
Prepare Your Account and Data
Extract your WIP data from your current system — QuickBooks, time tracking software, spreadsheets, or wherever you currently track work in progress. You'll paste this into the workbook in the next section.
Ensure all team members are in Canopy:
Go to Settings > Team Organization > Team Members.
Invite all team members whose email addresses will be in the WIP Workbook.
Invitations don't need to be accepted — they just need to be sent.
Ensure service items are created in Canopy before you import WIP:
If a service item is not yet set up, add it to Settings > Service Items first.
Download your Client List from Canopy:
Go to Clients > Client List.
Remove all 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.
Enable macros in Excel (Windows and Mac may differ slightly):
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.
Fill in the WIP Workbook
In the workbook, navigate to the Time Entries tab.
Use the Add/Paste Rows button under Canopy Tools in the Excel ribbon to add at least as many rows as you have time entries to import.
This unlocks cells so you can paste data.
Add at least as many rows as time entries you have (rows can be added in groups of up to 1,000).
Fill in the required fields with precise formatting:
Client Display Name — Copy directly from your Canopy export. Must match exactly.
Team Member Email — Enter the email address of the person who performed the work. Must be in lowercase and match exactly what's in Canopy.
Start Date — The date the work began. Format: mm/dd/yyyy (e.g., 03/15/2024).
Duration — The number of hours worked. Enter in decimal format (e.g., 2.5 hours, not 2:30).
Service Item — The type of service rendered. Must match exactly the service items set up in Canopy.
Is Billable — True or False - Whether or not the WIP should be billable. Leaving blank defaults to billable.
Override Value — Amount in dollars the WIP is worth. If not filled out, the value of the WIP will be derived from the team member rate.
Description — Optional notes field.
Upload Your Workbook
Use the secure upload link sent by email from your Implementation Specialist or Data Migration Specialist to send us your completed WIP workbook. Your Migration Specialist will review your workbook, clean as needed and potentially reach out to you for additional clarification.
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 download and set up the WIP Workbook, prepare your account and data, fill in your work in progress records with proper formatting, 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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