Import & Export Data

Overview

BlueClerk lets you import and export your items and customers in CSV or Excel format. This is useful for migrating from other systems, backing up your data, or bulk-editing records in a spreadsheet.

Exporting Data

Export Items or Customers

1. Go to Settings > Data
2. Choose what to export: Items or Customers
3. Select format: CSV or Excel (XLSX)
4. Click "Export"
5. Download starts automatically

Your file includes all active records with their complete details.

What's Included

Items export:

• Name, Description, SKU
• Type, Price, Cost
• Taxable status

Customers export:

• Name, Email, Phone
• Address, City, State, Zip
• Customer type

Importing Data

Import Items or Customers

1. Go to Settings > Data
2. Click "Import" under Items or Customers
3. Drag and drop your CSV or Excel file (or click to browse)
4. Review preview - BlueClerk shows what will be imported
5. Check for errors - Invalid rows are highlighted in red
6. Click "Import" to confirm

Only valid rows are imported. Invalid rows are skipped.

File Format Requirements

Items CSV/Excel columns:

• Name (required)
• Description
• SKU
• Type (LABOR, MATERIAL, or EQUIPMENT)
• Price (number)
• Cost (number)
• Taxable (TRUE or FALSE)

Customers CSV/Excel columns:

• Name (required)
• Email
• Phone
• Address
• City
• State
• Zip
• Type (HOMEOWNER, BUSINESS, or BUILDER)

Tips for Clean Imports

• Use the export as a template - Export existing data to see the exact format
• Check required fields - Name is required for all imports
• Validate types - Item type must be LABOR, MATERIAL, or EQUIPMENT
• Clean your data - Remove extra spaces, fix typos before importing
• Test with a small file first - Import 5-10 records to verify format

Common Issues

Q: Some rows aren't importing. Why? A: Check the preview for error messages. Common issues: missing Name, invalid Type, or malformed email addresses.

Q: Can I update existing records? A: Not yet. Imports only create new records. To update, edit records individually or delete and re-import.

Q: What file size is supported? A: Up to 1,000 rows per import. For larger datasets, split into multiple files.

Q: Does import work with accounting integrations? A: Yes. If auto-sync is enabled, newly imported items will sync to your connected accounting provider (QuickBooks, Xero, or FreshBooks).

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ACTION: NEW FILENAME: invoicing/accounting-sync-settings.md CONTENT:

title: "Accounting Sync Settings" category: "Invoicing" description: "Configure automatic syncing and account mapping for QuickBooks, Xero, or FreshBooks"

Overview

Once you've connected QuickBooks, Xero, or FreshBooks, you can control what syncs automatically and map your items to the correct income accounts. This keeps your books accurate without manual data entry.

Accessing Sync Settings

1. Go to Settings > Integrations
2. View connection status for your accounting provider
3. Toggle sync options and manage account mappings

Sync Options

Auto-Sync Items

When enabled: New items created in BlueClerk automatically sync to your accounting software.

When disabled: Items are only synced when you manually trigger a sync.

Best for: Contractors who want fully automated bookkeeping.

Auto-Sync Customers

When enabled: New customers created in BlueClerk automatically sync to your accounting software.

When disabled: Customers are only synced when you manually trigger a sync.

Best for: Keeping your contact list unified across systems.

Auto-Sync Invoices

When enabled: Invoices created in BlueClerk automatically sync to your accounting software when sent or marked paid.

When disabled: Invoices are only synced when you manually trigger a sync.

Best for: Real-time financial reporting.

Income Account Mapping

Why Account Mapping Matters

In QuickBooks, Xero, and FreshBooks, every item must be linked to an income account (e.g., "Service Revenue", "Materials Income"). This determines where revenue is recorded in your books.

Mapping Items to Accounts

1. Go to Settings > Integrations
2. Click "Map Income Accounts"
3. For each item, select the correct income account from the dropdown
4. Or click "Smart Map" to let AI suggest mappings based on item names and types
5. Review AI suggestions and adjust if needed
6. Click "Save" to apply mappings

Smart Map with AI

BlueClerk uses AI (Claude Haiku) to suggest which income account each item should use:

• Analyzes item name and type (LABOR, MATERIAL, EQUIPMENT)
• Matches to your chart of accounts from QuickBooks, Xero, or FreshBooks
• Suggests best fit based on common accounting practices

Example: An item named "Plumbing Labor" of type LABOR might be mapped to "Service Revenue" or "Labor Income".

Tip: Review AI suggestions before saving. They're usually accurate but you know your books best.

Manual Sync

If auto-sync is disabled, you can trigger a sync manually:

1. Go to Settings > Integrations
2. Click "Sync Now"
3. Wait for confirmation - BlueClerk syncs recent changes

Tips

• Enable auto-sync for hands-off bookkeeping
• Map accounts before syncing items - Prevents errors in your accounting software
• Use Smart Map to save time on bulk mapping
• Check sync status regularly - Ensure everything is up to date

Questions

Q: What happens if I change an item's price in BlueClerk? A: If auto-sync is enabled, the change syncs automatically. Otherwise, trigger a manual sync.

Q: Can I change account mappings later? A: Yes. Open the mapping dialog, change accounts, and save. Future syncs use the new mappings.

Q: What if an item doesn't have an income account mapped? A: It won't sync to your accounting software until you map it. BlueClerk will show a warning.

Q: Does Smart Map work for all accounting providers? A: Yes. It works with QuickBooks, Xero, and FreshBooks.