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 and work in progress records would take hours. The WIP Workbook lets you bring all your current billing data 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.
Export 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 the client display names from this export to ensure accuracy.
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.
Turn off billing settings 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):
Click the blue circle with your initials in the top right.
Select Settings > Billing Settings > Manage QBO Integration.
Turn off Sync.
Fill in the WIP Workbook
📝 Note: The workbook is locked to protect the embedded formulas. You must use the Excel tools to add rows before pasting data.
Click Add/Paste Rows in the Excel ribbon.
Add at least as many rows as you have WIP records to import (rows can be added in groups of 1,000).
This unlocks cells so you can paste your data.
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/yy (e.g., 03/15/24).
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.
📝 Note: Service items must be created in Canopy before you can import WIP. If a service item is not yet set up, add it to Settings > Service Items first.
Double-check all data before uploading:
Client names match your Canopy export exactly
Team member emails are lowercase and match Canopy exactly
All dates are in mm/dd/yy format
All durations are in decimal format
All service items match what's in Canopy
Upload Your Workbook
Use the secure upload link sent by email from your Implementation Specialist or Data Migration Specialist to upload your completed WIP 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 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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