How do I import clients and contacts into Canopy?
Import clients and contacts into Canopy using the Excel import template. This lets you bring in both individual and business clients, along with all associated contact data.
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Table of Contents
Step 1: Download and Review the Import Template
Login to your Canopy Account
Navigate to Clients > Client List > Options Menu > Import clients.
Select Download Template.
Open the template to get started.
⚠️ Heads Up! When you open the Import Template in Excel, be sure to Enable Macros by selecting the grey button (not the green one). This is necessary to edit the template. If you mistakenly click Disable Macros, you’ll need to close and reopen the spreadsheet.
Review Import Template Instructions
Clients and Contacts
Individual Clients = includes individuals who are single, married, filing jointly, filing separately, etc. A primary contact is required for each client. Spouse info can be added on the same row as the primary client.
Business Clients = includes businesses, non-profits, trusts, properties, etc. A primary contact is not required.
Unlinked Contacts = contacts you want to import that are not linked to any clients, or that you want to assign to a client at a later time.
Color Coding
Columns are color-coded to guide where information belongs:
Orange = Client Information
Blue = Business Information
Grey = Primary Contact Information
Red = Spouse Contact Information
Purple = Additional or Unlinked Contact Information
Yellow = Custom Fields
Canopy Tools in the Import Template
Get Import Help – Connects you with Canopy support for assistance.
Add Custom Field – Adds unique data fields that appear across both Individual and Business worksheets.
Add/Paste Rows – You must add rows before entering client info.
Add up to 1,000 rows at a time.
For more than 1,000 clients, repeat the step until all rows are added.
⚠️ Important: If you don't add rows to the template first, you will see an error. Client information can not be added into rows without doing Add/Paste first. If the rows are highlighted, you can add client info into them. If the rows are not highlighted Add/Paste the number of rows needed first, then add in the client info.
Prepare for Upload – Scans the workbook for common errors (e.g., formulas, formatting).
No completion message is shown—allow time for the process.
Best practice: Run this before every import.
Step 2: Add Client Information
First, navigate to the Individual Clients worksheet.
Required Client Fields
Client Type* – Auto-filled by worksheet.
Client Name* – Recommended naming convention: Last, First (e.g., White, Walter & Skyler).
Client Owner – Enter team member’s Canopy login email.
External ID – Use leading zeros for proper sorting.
Filing Status – Choose from IRS categories.
Source – Select from predefined list or type custom.
Client Since – Enter date (MM/DD/YYYY).
Client Status – Client, Prospect, Other.
Active – Yes/No (defaults to Active).
Optional Client Fields
Client Facing Name
Client Group (must match spelling exactly; clients can only be in one group)
Client Tags (separate with commas; case-sensitive)
Additional Information
Custom Fields
In Excel, click Add Custom Field (requires desktop version + macros).
Name the field → click OK.
A new yellow column appears.
⚠️ Best Practice: Only use Text and Date custom fields during import. Dropdown or multi-select can cause errors.
Step 3: Add Contacts
Each individual or business client can have multiple contacts.
Contact Types
Primary (required for individuals)
Spouse (individuals only)
Dependent (individuals only)
Other
Required Contact Fields
First Name*
Last Name*
State/Province*
Optional Contact Fields
Middle Name
SSN (xxx-xx-xxxx)
DOB (MM/DD/YYYY)
Occupation, Employer, Addresses, Emails, Phone Numbers
⚠️ Heads-up: Every individual client must have at least one Primary Contact.
Avoiding Duplicate Contacts
During import, a contact will be matched if these fields align exactly:
First Name
Middle Name
Last Name
DOB
SSN
At minimum, provide First Name, Last Name, and either DOB or SSN.
Step 4: Add Business Clients
Navigate to the Business Clients worksheet.
Business-Specific Fields
Business Name*
Date Established (MM/DD/YYYY)
EIN (xx-xxxxxxx)
Business Type – Must match guide (e.g., LLC, S-Corp).
Business Industry – Must match guide (e.g., Accounting, Manufacturing).
Business Contact Info
Emails, Phones, Fax
Address (Street, City, State, Zip, Country)
Contacts for business clients are optional but recommended.
Step 5: Save and Upload Your Template
Follow these steps:
Run Prepare for Upload tool (recommended).
Save file as .xlsm format.
In Canopy, go to Client List > three dots > Import Clients.
Drag/drop or upload the file.
Name your import and click Start Import.
Mapping Custom Fields
Match custom fields to existing ones, or create new.
Select Do not import if a field shouldn’t be added.
Troubleshooting Import Errors
Errors may occur during the import process. Canopy flags them in the error preview, showing the affected row number and details.
Common Errors
Missing required fields
Invalid formatting (e.g., incorrect date or SSN format)
Spelling mismatches for predefined options (e.g., Client Status, Business Type)
Best Practices for Fixing Errors
💡 Best Practice: Use a side-by-side view to speed up error correction:
Keep the error review screen open in Canopy.
Open your Excel template alongside it for quick comparison.
In the error preview, locate the issue using the Row column.
Correct the error directly in your Excel spreadsheet.
Save the updated template.
In Canopy, click Cancel Import in the top right.
Re-upload the corrected spreadsheet.
On the Preview page, review data under both the Clients and Contacts tabs.
Once all information looks correct, select Complete Import.
After Completing the Import
The Import page will update to show a Complete status.
Notifications are sent when an import:
Is successful
Has errors
Requires review or mapping of custom fields
⚠️ Important: If you cancel an import, no data is saved. You must restart the process with your corrected file.
Summary
The client import template lets you bulk add individual and business clients with all related contact data. Using consistent spelling, proper formatting, and the Prepare for Upload tool will help avoid errors. Once imported, clients and contacts are ready for use across Canopy.
Need help?
Contact Canopy Support or ask Penny, our AI Support Bot, for assistance.