How can I import my existing clients?

If you are planning to also import invoice data from your existing platform, be sure to import your clients first using the instructions below.

You can import your existing clients if you have them in a CSV format. You’ll need to check your existing system to see if it has an option to export to CSV, or alternatively manually create one yourself (download starter CSV).

Once you’ve got your CSV, it’s just a matter of importing it using the WP Ultimate CSV Importer plugin and matching up the column headers.

Note: The support policy does not extend to having a Rocket Apps team member import your data for you. This guide exists to help you do it yourself.

Let’s get started.

When importing you’ll need to import into the ir_clients custom post type.

Column headers and description

title
Company or sole trader name

ir_client_contact_first_name
First name

ir_client_contact_last_name
Last name

ir_client_position
Position (example: Director)

ir_client_email
Email address

ir_client_office_number
Office phone number

ir_client_office_fax
Office fax machine

ir_client_website
Website

ir_client_mobile_number
Mobile/cellular phone number

ir_client_address_01
Address line 1

ir_client_address_02
Address line 2

ir_client_suburb
Suburb

ir_client_city
City

ir_client_state
State

ir_client_postcode
Post/zip code

ir_client_country
Country

ir_client_notes
Notes

ir_client_code
Usually a 2 or 3 letter short code. For example, if the company is called John Johnson Limited, the client code would ideally be JJL. These letters have no functional impact on the system, so it wouldn’t matter for example if you accidentally used the same letters for different clients. They are purely presentational and a way for you to quickly identify the client while within various Invoice Rocket views.

ir_client_secret_id
A unique random alpha numeric string. Ideally make it at least 8 characters long. See the tutorial below for a simple way to generate a secret ID.

author
The user ID of the user doing the import. This is usually 1 unless you’ve deliberately changed the default admin user ID.

How to generate a secret ID for all clients.

The client secret ID is used as a security method to prevent clients from trying to see invoices that do not belong to them. Because invoices sent to a client will expose the URL of the invoice, they may attempt to change some of the parameters in the query string in an attempt to see other invoices that don’t belong to them. They won’t have any success doing this as long as they have a secret ID.

An easy way to generate a secret ID in the column

  • Open your CSV file and click on the first row under the ir_client_secret_id header that you want to insert a random number into
  • In the formula field enter this: =RANDBETWEEN(10000000,100000000) and press Enter
  • Drag the corner of the field downwards until the last row entry (this will add random numbers into each field)
  • While the values are selected, copy (CTRL + C) and then Paste Special (SHIFT + F10 on Windows), select Values and click OK (this will prevent the random numbers changing every time you open the CSV)
  • Save your CSV

A note about this method

Anyone who knows anything about random numbers will know that this method does not guarantee that every numeric string will be unique. Although the chances of two of the numbers being the same are so small that it’ll probably never happen, you are welcome to use an alternative method to generate your random string if it helps you sleep better. The method demonstrated above will be suitable for almost all occasions.

What next?

If you’re happy with your client CSV file, you can now move on to the next stage.

❮ Go back to Invoice Rocket FAQ & Guide

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