How do I get my data into IndusTrack?
Send us your data in our spreadsheet templates and the IndusTrack team imports it for you. Fill in one template for each type of data, such as customers, service locations, jobs and inventory, then contact support to send us your files.
Steps
- Download the template for each type of data you want to bring in. The links are in the table under Which templates are there? below. If a template has no link, contact support for it.
- Export your data from your old program and copy it into the matching template. Keep each type of data in its own Excel file.
- Fill in every required column. Required columns are marked with an asterisk (*) in the templates and "Yes" in the tables below.
- Check your files using the rules under Prepare your files below.
- Contact support to send your files to the IndusTrack team. The team imports them in the order below.
- After the import, check a few records in the place listed for each template below. If something looks wrong, contact support.
Which templates are there?
The team imports your files in this order, because later files link to records from earlier ones by ID.
| Order | Data | Must already exist | Template |
|---|---|---|---|
| 1 | Customers (Address Book) | Nothing. Always first. Its Customer ID is used by the other customer files. | Customers |
| 2 | Service Locations | Customers | Service Locations |
| 3 | Jobs | Customers and Service Locations | Jobs |
| 4 | Job Tasks | Customers and Jobs | Contact support |
| 5 | Customer equipment (Address Book Equipment) | Customers, Service Locations and Jobs | Contact support |
| 6 | Inventory: services, inventory parts, non-inventory parts, equipment | Nothing, but must be in place before Invoices | Services, Inventory Parts, Non-Inventory Parts, Equipment |
| 7 | Invoices | Customers, Service Locations and Jobs | Invoices |
| 8 | Address Book Notes | Customers and Service Locations | Address Book Notes |
| 9 | Vendors | Last. | Vendors |
There's also a Flat Rate Pricebook template for your pricebook categories. Contact support for it.
Prepare your files
These rules apply to every template:
- Use the template for that type of data, and keep each type in its own Excel file.
- Fill in every required column.
- Delete the column headers (the first row). If they're left in, they're treated as data and can make the import fail.
- Remove duplicate rows, unless they really are separate entries. Duplicates are not skipped; each one is imported as a separate record.
- Check for bad data, such as two phone numbers or two names in one cell, missing values, typos or wrong date formats. Bad data can make the import fail.
- Use the same IDs in every file (for example, the Customer ID from your Customers file) so records link to the right customer, location or job. Use the IDs from your own files, not the numbers IndusTrack creates.
- In large files (1,000 or more records), not every bad value is flagged during the import, so check your data before you send it.
Customers (Address Book)
Export your customer list from your old program and copy it into the Customers template.
| Column | Required | Notes |
|---|---|---|
| Customer ID | Yes | Must be unique for each customer. Links equipment, jobs, service locations and other data to this customer. |
| Customer Number | No | Shown in the Customer module. Ignored if the autoincrement setting is on. |
| Customer Name | Yes | Company name, or full name for a residential customer. |
| Contact First Name | Yes | |
| Contact Last Name | Yes | |
| Phone | No | |
| No | ||
| Street | Yes | |
| City | Yes | |
| State | Yes | |
| ZIP | Yes | |
| Site Notes | No | |
| Office Notes | No |
- Customer ID is the key that links service locations, jobs, equipment and invoices to the right customer.
- You can use the same value for Customer ID and Customer Number, as long as each is unique.
- No Customer IDs in your old system? Make up your own numbering, for example 1, 2, 3.
- Example: Customer ID
CUST-010and Customer #GTL-2025in your file; IndusTrack gives the customer the Customer Number2694. - Only two contact numbers are supported: Phone and Mobile. You can include a Mobile column, even though the current template doesn't show it.
- If the autoincrement setting is on, IndusTrack assigns the Customer Number and ignores any number in your file. The setting is in Settings›Company Settings›General›Advanced tab.
- Check it in: the Customer module. Confirm addresses and contact details are correct.
- Validate addresses: after the import, contact IndusTrack Support and ask them to validate all your customer addresses. They can check every address at once, so you don't have to validate each one yourself.
Service Locations
Each location must link to a valid Customer ID from your Customers file. Example: Location ID LOC-1001, Customer ID CUST-010.
| Column | Required | Notes |
|---|---|---|
| Customer ID | Yes | From your Customers file. Links each location to its customer. |
| Customer Name | No | |
| Service Location ID | Yes | |
| Location Name | No | |
| Contact Name | No | |
| Phone Number | Yes | |
| No | ||
| Street | Yes | |
| City | Yes | |
| State | Yes | |
| ZIP Code | Yes |
- Only two phone numbers are supported: Phone and Mobile. You can include a Mobile column, even though the current template doesn't show it.
- Check it in: Customer module > choose a customer > Locations tab.
Address Book Notes
Each note must link to a customer, and to a service location if the customer has more than one.
| Column | Required | Notes |
|---|---|---|
| Customer ID | Yes | From your Customers file. |
| Service Location ID | No | Only needed if the customer has more than one service location. |
| Notes | Yes |
- Check the Notes column for bad data.
- Check it in: Customer module > choose a customer > Notes tab.
Customer equipment (Address Book Equipment)
This is equipment that belongs to your customers. For equipment you stock, use the Equipment (inventory) template instead.
| Column | Required | Notes |
|---|---|---|
| Customer Equipment ID | Yes | You can create your own IDs. |
| Service Location ID | Yes | From your Service Locations file. |
| Customer ID | Yes | From your Customers file. |
| Job ID | Yes | From your Jobs file. |
| Type | Yes | |
| Manufacturer | Yes | |
| Model | Yes | |
| Serial Number | No | |
| Installation Date | No | Format MM/DD/YYYY. |
| Notes | No | |
| Warranty Date | No | Format MM/DD/YYYY. |
- Check the Type and Manufacturer columns for missing or invalid entries.
- Check it in: the Customer module > choose a customer > Equipment tab.
Jobs
Each job must link to a Customer ID and a Service Location ID. Use the Customer ID from your own Customers file. Example: Customer ID CUST-010, Service Location ID LOC-1001, Technician Tech 01, Job ID JOB-3001, IndusTrack Job Number 9132.
| Column | Notes |
|---|---|
| Customer ID | Required. From your Customers file. |
| Service Location ID | Required. From your Service Locations file. |
| Job ID | Required. If you don't have job IDs, create your own. |
| Description | |
| Start Time | |
| End Time |
- Check the Description, Start Time and End Time columns for bad data. Errors there can make the import fail.
- Check it in: Customer module > choose a customer > Jobs tab.
Job Tasks
Each task must link to a Job ID from your Jobs file.
| Column | Required | Notes |
|---|---|---|
| Job ID | Yes | From your Jobs file. |
| Job Task ID | Yes | Must be unique. If you don't have task IDs, create your own. |
| Customer ID | Yes | From your Customers file. |
| Description | Yes |
- Check the Description column for bad data.
- Check it in: Customer module > choose a customer > Jobs tab.
Invoices
Each invoice must link to an existing Customer ID and Job ID. Use the IDs from your own customer and job files. Example: Customer ID CUST-010, Job ID JOB-3001, Status Paid, Balance $0.00.
| Column | Required | Notes |
|---|---|---|
| Invoice ID | Yes | If you don't have invoice IDs, create your own. |
| Service Location ID | Yes | From your Service Locations file. |
| Customer ID | Yes | From your Customers file. |
| Job ID | Yes | From your Jobs file. |
| Customer Notes | No | |
| Invoice Date | No | Format month/day/year. |
| Tax | No | |
| Total Price | No | |
| Invoice Description | No | |
| Line Item Description | No | |
| Terms | No | |
| Username or Created By | No |
- A wrong date format or missing required data can make the import fail.
- Check it in: Customer module > choose a customer > Invoices tab.
Inventory Parts
| Column | Required |
|---|---|
| Name | Yes |
| SKU | No |
| Sales Description | No |
| Sale Price | No |
| Cost | No |
| QTY | Yes |
| Vendor | No |
| Purchasing Description | No |
| Reorder Point | No |
- Check it in: Settings›Inventory›Inventory List.
Non-Inventory Parts
| Column | Required |
|---|---|
| Name | Yes |
| SKU | No |
| Sales Description | No |
| Sale Price | No |
| Cost | No |
| QTY | Yes |
| Vendor | No |
- Check it in: Settings›Inventory›Inventory List.
Services
| Column | Required |
|---|---|
| Name | Yes |
| SKU | No |
| Sales Description | No |
| Sales Price | No |
| Cost | No |
- Check it in: Settings›Inventory›Inventory List.
Equipment (inventory)
This is equipment you stock. For equipment that belongs to a customer, use the Customer equipment template. Fill in details such as Manufacturer and Model.
| Column | Required |
|---|---|
| Name | Yes |
| SKU | Yes |
| QTY | Yes |
| Manufacturer | Yes |
| Model | Yes |
| Sales Description | No |
| Sales Price | No |
| Cost | No |
| Vendor | No |
| Purchasing Description | No |
- Check it in: Settings›Inventory›Equipment.
Flat Rate Pricebook
| Column | Required |
|---|---|
| Pricebook ID | Yes |
| Parent ID | Yes |
| Name | Yes |
| Pricebook Item Type | Yes |
- Check it in: Settings›Pricebooks›Categories›Flat Rate Pricebook.
Vendors
| Column | Required |
|---|---|
| Item ID | No |
| Vendor Name | Yes |
| Main Address First Name | No |
| Main Address Last Name | No |
| Phone | No |
| Mobile | No |
| Fax | No |
| Other Contact | No |
| Main Address City | Yes |
| Main Address State | Yes |
| Main Address Zip | Yes |
| Main Address Country | No |
| Additional Address Street | No |
| Additional Address City | No |
| Additional Address State | No |
| Additional Address Zip | No |
| Additional Address Country | No |
- Check it in: Settings›Expenses›Vendors.
Common questions
Do I import the data myself?
No. You fill in the templates and the IndusTrack team imports them for you. Contact support to send your files.
Should I keep the column headers in my file?
No. Delete the header row, or it's treated as data and the import can fail.
I sent the same record twice. Why is it in IndusTrack twice?
Duplicates are not detected. Each duplicate row is imported as a separate record, so remove duplicates from your files first.
Why doesn't my Customer Number match my file?
The autoincrement setting is on, so IndusTrack assigned its own numbers and ignored the ones in your file. You can check this setting in Settings›Company Settings›General›Advanced tab.
Can you import job tasks?
Yes. They're imported after your jobs.
What's the difference between customer equipment and inventory equipment?
Customer equipment (Address Book Equipment) belongs to your customers. It links to a customer, a service location and a job. Equipment is equipment in your own inventory, shown under Settings›Inventory›Equipment.
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