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How To: Bulk Import Workflow AI Clients

Add a batch of Workflow AI clients at once from a CSV, instead of one at a time.

Written by Soraya Brown

If you have a lot of clients to add on Workflow AI, you can add them all at once from a CSV import instead of typing them in one at a time.

💡 Bulk import is only available for Workflow AI clients.

  • It is not available for manual (workflow-only) clients on the free plan. Those are added one at a time.

👉 Read more here: How To: Add Workflow-only (Manual) Clients

  • Clients with an accounting ledger are not added from a spreadsheet, but you can connect several at once by selecting multiple files on your provider's authorisation screen.

👉 Read more here: How To: Add Client Files

Every client in your file is added on Workflow AI, the paid per-client plan. Before anything is created or charged, you will see a review screen with the price for the number of clients you are adding.

Before you start

  • You can import up to 200 clients in one file. If your file has more than that, the import is blocked rather than partly completed, so split it into smaller files.

  • The file must be a .csv and under 2 MB.

Import your clients

  1. In your Connect portal, click Add Client at the top right, or open Quick Add and choose Add Client.

  2. The Connect a ledger screen opens. Next to Not ready to connect a ledger?, click Start with Workflow AI. You will land on the Start without Financial AI? screen, which shows the Workflow AI (Nano) card on the right

  3. Leave the Client name box empty and click Bulk import clients.

    💡 The Bulk import clients button is greyed out if you have typed anything into the Client name box. Clear the box and it becomes available again.

  4. Click Download Clients Template. This saves a file called Clients Template.csv.

  5. Open the file and fill it in. It has three columns and three example rows:

Column

Required

Notes

Name

Yes

The client's name, as you want it to appear in XBert

Country

No

Leave blank to use your portal's country

Timezone

No

Leave blank to use your portal's timezone

Note: Delete the three example rows before you save, or they will be imported as real clients.

Back in XBert:

  1. Click Upload Clients Template and choose your saved file.

    1. XBert shows you a preview table of every client it read, so you can check the list before going any further.

  2. Click Review import.

    1. This shows the subtotal, any coupon, the estimated charge today (pro rata) and your next billing date. Where GST applies, prices are shown excluding GST and it is added at checkout.

  3. Click Import [X] Clients to confirm

Your clients will now appear on your Clients board, ready for you to assign staff and allocate templates and schedules.

If you see an error

XBert checks every row before importing anything and tells you the line number for each problem. Fix the file and upload it again.

  • Duplicate Name - either that client already exists in your portal, or the same name appears twice in your file.

  • Invalid Country or Invalid Timezone - the value is not one XBert recognises. Leave the cell blank to use your portal's default instead.

  • No clients found in this file - the file has no rows with a client name. Check it still has its header row.

  • Maximum Clients - your file has more than 200 rows. Split it up and import in batches.

  • File Too Large - the file is over 2 MB. Make sure you are uploading the completed template and not a different spreadsheet.

Need Help?

If you have any questions, our support team is here to help!

Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io

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