Importing data is a crucial first step in setting up Payaca. There are several methods to import data into the system.
Contact us for assistance if needed.
Importing via Connections
If you've connected with Xero or QuickBooks, you can import customer data directly from these connections. This maintains links between your existing system and Payaca.
Items such as product lists from these platforms can be imported into Payaca's items section.
To do this, go to the "Connections" page from the drop-down menu.
Your connections should first be set up before you can use them to import your data.
Using Xero as an example, you will be presented with the option to "Import Xero items" and to "Import Xero customers".
By clicking either of these buttons your data will be transferred into Payaca, populating your account with the relevant customer or item information.
Matching tax rates from Xero
From the Connections page, under Xero, click "Configure Connection".
This will open the mapping tax rates pop-up.
Use the drop-downs to match Payaca rates (displayed on the left) with Xero rates (on the right).
In both Xero and QuickBooks, there is a distinction between sales tax rates and purchase tax rates.
Sales tax rates apply to the things you sell and purchase tax rates apply to the things you purchase.
For example, when purchase orders are sent to Xero we will have to use purchase tax rates.
This allows you to create custom tax rates and have those custom tax rates correctly populated in Xero and QuickBooks.
Please note that it is possible to map your custom tax rates incorrectly. This will create significant issues for your accounting so make sure you map your rates correctly.
Importing data using the import page
Payaca offers a convenient and intuitive way to import customer lists, ensuring your account remains organised and up-to-date. This allows for efficient bulk uploading of customer data using the CSV import functionality, making data management both effective and user-friendly.
Upload Customers, Service Reminders, New/existing items
The steps for importing your data are the same for customers, Service Reminders and new or existing items.
In this example, we will use customers as the upload.
Click "Upload Customers".
You will prompted to download a template.
Click "Download template".
You will be presented with a CSV file spreadsheet with defined columns. Each column will need to be filled out with information such as:
customer name
contact name
contact details
addresses
tenant details
Once you have completed the template, it is time to upload the data:
Upload the File: Navigate to the bulk upload section within Payaca, select your completed CSV file, and follow the prompts to complete the import process.
The system will notify you of any validation errors.
Additional validation checks you can perform include:
Duplicate Contacts: Ensure your CSV file does not contain conflicting or duplicate entries that may cause errors during the import.
Formatting Errors: Confirm all data adheres to the specified format, including column headers and data types, to prevent mismatches or processing failures.
You can also complete this process via the customer page.
This process is the same for Service Reminders and new or existing items.
Uploading or updating materials
To import materials related to specific suppliers, use the 'Suppliers' page.
Go to "Suppliers", and choose the supplier you want to upload to or update.
Click on the download icon to download and update materials that are already there.
Use the upload icon to upload new material data.
You will then be directed to follow the same process using a template as with customers, service reminders and new items.
Importing past projects
This guide will help you create a CSV file to import multiple projects into Payaca at once. You'll need:
A spreadsheet program (Excel, Google Sheets, or similar)
Your Payaca customer information
Project details you want to import
Step 1: Find Your Customer IDs
Log into Payaca and go to your Customers page
Click on a customer to view their details
Look at the web address (URL) in your browser - it will look like this:
https://web.payaca.com/customers/8128556b-4615-40a3-848d-aaa6b83cc5c6/projects
Copy the long ID number (the part between
/customers/and/projects/):8128556b-4615-40a3-848d-aaa6b83cc5c6
This is your Customer ID - save it somewhere safe
Step 2: Create Your Spreadsheet
Open your spreadsheet program and create these column headers in the first row:
Required Columns
customer_id - The Customer ID from Step 1
Recommended Columns
reference - Your project reference number (e.g., "JOB001", "2024-001"). If left blank, Payaca will assign one automatically
Optional Address Columns
address_line1 - Street address (e.g., "123 Main Street")
address_line2 - Unit/Suite/Building (e.g., "Suite 100")
city - City name
postcode - Postal code
country - Country (if blank, defaults to "United Kingdom")
Optional Access Contact Columns
These are for people who can provide access to the site (e.g., building managers, security, reception):
access_contact_name - Name of the person who can provide site access
access_contact_email - Their email address
access_contact_phone - Their phone number
access_contact_description - Any helpful notes (e.g., "Building manager - available 9-5")
Note: You can add multiple access contacts by separating them with semicolons (see examples below)
Optional Project Details
tags - Labels separated by commas (e.g., "Priority,Solar,Residential")
pipeline - Workflow name (e.g., "Install" or "Service")
pipeline_stage - Current stage (e.g., "New lead" or "In Progress")
assign_to_email - Email of team member to assign to
notes - Multiple notes separated by semicolons (e.g., "Call customer first;Bring ladder")
Step 3: Fill In Your Data
Example Data Entry:
customer_idreferenceaddress_line1citypostcodeaccess_contact_nameaccess_contact_emailaccess_contact_phonetagspipelinepipeline_stageassign_to_emailnotes8128556b-4615-40a3-848d-aaa6b83cc5c6JOB001123 High StreetLondonSW1A 1AAJohn [email protected]+44 7700 900123Solar,PriorityInstallNew [email protected] survey needed8128556b-4615-40a3-848d-aaa6b83cc5c6JOB002456 Park LaneLondonSW1A [email protected]+44 161 123 [email protected] check duea947d23f-7891-42b5-9123-bcd4e5f6g7h8JOB003789 Queen RoadManchesterM1 1AASarah Jones;Mike [email protected];[email protected]+44 7700 900789;+44 7700 900321Repair,UrgentServiceNew [email protected] fault reported
Important Tips:
Customer IDs:
Use the exact ID from the Payaca URL
You can mix different customers in the same file
Double-check the IDs are correct
References:
Can be left blank (Payaca will auto-assign a number)
If you provide one, make sure it's unique
Use your own numbering system if preferred
Tags:
Separate multiple tags with commas (no spaces after commas)
Example:
Solar,Priority,Residential
Notes:
Separate multiple notes with semicolons
Example:
Check access code;Customer available mornings only;Quote requested
Access Contacts:
Add details for people who can provide site access
Can be building managers, security, reception, tenants, etc.
For multiple contacts, separate with semicolons
Example:
John Smith;Jane Doein the name columnMake sure each field has the same number of semicolon-separated values
Email Addresses:
Must be exact email addresses of Payaca users in your account (for assign_to_email)
Access contact emails can be any valid email address
The assigned person will be responsible for the project
Step 4: Save Your File
Click File → Save As
Choose CSV (Comma delimited) as the file type
Name your file (e.g., "projects_import.csv")
Click Save
Important: If Excel warns about features not compatible with CSV, click "Yes" to keep the CSV format.
Step 5: Check Your File
Open your CSV file in Notepad (Windows) or TextEdit (Mac) to verify it looks correct:
customer_id,reference,address_line1,city,postcode,access_contact_name,access_contact_email,access_contact_phone,tags,pipeline,pipeline_stage,assign_to_email,notes "8128556b-4615-40a3-848d-aaa6b83cc5c6","JOB001","123 High Street","London","SW1A 1AA","Building Manager","[email protected]","+44 7700 900123","Solar,Priority","Install","New lead","[email protected]","Site survey needed"
Common Mistakes to Avoid
❌ Wrong Customer ID: Always copy from the Payaca URL
❌ Spaces in tags: Use Solar,Priority not Solar, Priority
❌ Wrong email addresses: Must match exactly with Payaca user emails
❌ Wrong date format: Don't include dates in this import
What Happens Next?
Once your CSV file is ready:
Your technical team will run the import script
Projects will be created in Payaca automatically
You'll receive a summary showing successful and failed imports
Failed rows can be corrected and re-imported
Need Help?
If you're unsure about:
Finding customer IDs
Which pipeline names to use
Which email addresses are valid
Any column values
Check with your Payaca administrator or the person running the import.