How do I import my existing customers into SortScape?

If you use Xero or QuickBooks Online, connecting those systems imports your customers and properties automatically. See Integrating with Xero and Integrating with QuickBooks Online.

Otherwise, import the list yourself from a spreadsheet. If the importer has trouble with your file, send it to support and we can import it for you.

Import your customer list

Administrators only. Web browser only. The Import button is not in the mobile app. Sign in at app.sortscape.com in a browser, then:

1. Open Properties or Contacts.
2. Click Import.
3. Upload a CSV or Excel file of your customers.
4. Check the preview. SortScape works out which column is which. Click a cell to fix a name, address, or other value. Untick any rows you do not want. If a row is marked Skipped, tick it to bring that customer back.
5. Read the line under the table. It says how many properties and contacts this will create. If that looks wrong, a column was probably read incorrectly: fix the cells, or start over.
6. Click Import to bring the ticked rows in.

Nothing is saved until you confirm. Existing properties and contacts are never changed.

Rows marked Check are still imported unless you untick them. A row marked Skipped is one your file said had left, for example archived or inactive. Tick it if you still want that customer.

If a row matches a property or contact you already have, or we cannot import it, that row is left out. Click the cell that is wrong and the row comes back into the import as soon as it is fixed. If one row fails while the import is running, the rest still come in. The results screen lists anything we still left out and why.

You can close the window while the import runs. New customers appear on Properties and Contacts when it finishes.

If you still have sample data on the account, delete it first so it does not mix with your real list.

What to include

You do not need a special template. Export the list from whatever you use today, or start from the sample below. A name and a service address for each customer is enough.

Useful extras, if you have them:

• Phone and email
• Company name
• Notes
• A different billing contact, if invoices go to someone else (a landlord, property manager, or head office)

A name is required. A service address creates a property you can schedule visits for. Rows without an address create a contact only.

CSV and Excel (.xlsx, .xls) work, including a contacts export from Xero or QuickBooks. Connecting those systems is still better if you use them, because the two stay in sync. We cannot import Microsoft Word, PDF, Google Calendar, Apple Calendar, Outlook, or other calendar apps. Calendar events are not structured the way SortScape needs. See Syncing with external calendars.

If you are building a list from scratch, you can start from this sample:

SortScape customers import sample.xlsx

If the file is very large (more than about 2,000 customers), split it into a few files.

If the importer has trouble with your file, send it to support and we can import it for you. Email support@sortscape.com, or attach it in the chat you already have open.

Importing your schedule

You cannot import visits yourself yet. If you need your live schedule brought across, send an Excel or CSV file to support: email support@sortscape.com, or attach it in the chat you already have open.

We can do a one-time import of upcoming visits. We cannot import historical completed visits or old invoices.

If you have more than one crew, create those crews first in Settings → Visits → Crews, or tell us the names to add. See How to effectively use crews in job management.

Send one row for each visit, or one row for each repeating series. For each visit, include:

• Property address: must match exactly how it appears in SortScape (from your customer import).
• Next visit date: ideal format YYYY-MM-DD (e.g. 2026-01-15).
• Crew (optional): the crew name in SortScape, such as Crew 1 or Lawns. The name must match a crew that already exists. If you leave this blank, the visit goes on your first crew.
• Start time (optional): e.g. 09:00 for 9am.
• End time (optional): e.g. 17:00 for 5pm.
• Repeating?: Yes or No.
• How often (if repeating): e.g. weekly, fortnightly, every 3 weeks, or monthly.
• Repeat until (optional): last date for a repeating series, YYYY-MM-DD.
• Estimated hours (optional): decimal, e.g. 1.5.
• Billable?: Yes or No. Yes means the visit will prompt for invoicing when it is completed.
• Work required: e.g. “Mow lawns, weed, trim hedges”.
• Invoice line 1 – Description (if billable): e.g. “Lawn Mowing”, “Garden Cleanup”. Use the item names you already have in SortScape, or tell us what to add.
• Invoice line 1 – Price (in your currency): e.g. 100.
• Invoice line 1 – Quantity: number of units (typically 1).
• Invoice line 2 (optional): Description, Price, Quantity.
• Invoice lines 3–5 (optional): same pattern if you have more lines.

You can also include these columns if you use them:

• Visit tags: comma-separated, such as North, Ride-on.
• Seasonal schedule: the name of a seasonal schedule already in SortScape, if the frequency changes by season.
• Time and materials: Yes if you invoice from time and materials instead of a fixed price.

You can also use the attached “Jobs import example” spreadsheet as a template.

Jobs import example.xlsx