How do I import my existing customers into SortScape?
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If you are using Xero or QuickBooks Online, connecting those systems to SortScape will automatically import your customer and property information into SortScape. See Integrating with Xero and Integrating with QuickBooks Online for details.
Importing properties and customers
Section titled “Importing properties and customers”If you don’t plan to connect to Xero or QuickBooks Online, we can do a bulk import of your existing customer information from an Excel or CSV file. We cannot import Microsoft Word (.doc or .docx) or PDF files.
Please send your Excel or CSV file to support if you wish for us to do a bulk customer import for you.
You can send the file to support either by emailing it to support@sortscape.com or by attaching to the chat conversation you already have open with support.
What we need for each property
Section titled “What we need for each property”For every property you service, please include:
- Service address (required): street, suburb/city, state, postcode
- Service contact (required): the person at the property; include their name, phone, and email
- Billing contact name (optional): only needed if invoices go to someone else, such as a landlord, property manager, or head office
- Billing email and phone (optional): only needed if the billing contact is different from the service contact
- Billing address (optional): only needed if different from the service address
- Company name (optional)
- Notes about the property or customer (optional)
- Any other details you already track in your current system (optional)
If the same person receives both service updates and invoices, you only need to send their details once as the service contact.
You can also use the attached “SortScape customers import sample.xlsx” spreadsheet as a template.
Please note - We can import your customer information. However, we can’t import historical job or invoice history.
If you are wanting to import your actual schedule, we can do a one-time import of your schedule if you provide us the following information.
- 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).
- Start time (optional) – e.g. 09:00 for 9am.
- End time (optional) – e.g. 17:00 for 5pm.
- Repeating? – Yes or No.
- Repeat frequency (if repeating) – e.g. 2 for “every 2 weeks”.
- Estimated man hours (optional) – Decimal, e.g. 1.5.
- Billable? – Yes or No. Yes means the visit will prompt for invoicing upon completion.
- Work required – e.g. “Mow lawns, weed, trim hedges”.
- Invoice line 1 – Description (if billable) – e.g. “Lawn Mowing”, “Garden Cleanup”
- 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 use the attached “Jobs import example” spreadsheet as a template.