Bulk Importing Clients and Projects

Overview

Managing multiple clients and projects can be overwhelming when adding them one by one. In Keka, you have the option to bulk-upload Clients and Projects instead of adding them individually.

Who can do this?

• Global Admins
• PSA Admins
• Project Admins with access to Bulk Import

Pre-requisites

1. Access to the Projects module and Bulk Import permission.
2. Use the provided Excel template for import.
3. Ensure mandatory columns (highlighted in red) are filled.
4. Prepare accurate client and project data, including addresses if updating.

Step-by-step instructions

Access Bulk Import

1. Navigate to the Project section and click on Bulk Import.
2. Within the Timesheet Imports option, locate Import Clients and Projects.
   
   

Download the Excel Template

1. Click the option to download the Excel Template from the page to access the template.
   
   

Fill the template

1. After downloading the template, fill in all the necessary fields in the sheet.
2. Remember, column titles highlighted in red are mandatory.
   
   
3. Save the file once all the data is entered.

Upload the Excel file

1. In Keka, on the corresponding page, choose Upload Excel File and select your saved template.
   
   
2. After completion, the process will automatically progress to the next page.
   • Note: You can now efficiently update client address information during the bulk import process, allowing you to modify multiple client addresses simultaneously.

Review column mapping

1. Review the columns for accuracy and alignment.
2. Click Continue.
   
   

Finalize and complete

1. On the final page, make any necessary adjustments.
2. Click Complete to successfully upload the file.
   
   

How it connects with other modules

• Projects: Creates/updates projects linked to clients for downstream planning and execution.
• Billing & Invoicing: Ensures clients/projects exist for rate cards, invoices, and charges.
• Analytics/Reports: Imported data appears in client/project reports without manual re-entry.

FAQs

Q: Can I include client address details in bulk?
A: Yes. Client addresses can be updated during the bulk import process.

Q: Are all columns mandatory?
A: No. Only the red-highlighted columns are mandatory; others are optional.

Q: What happens after I upload the file?
A: The system validates your data, guides you through column review, and then completes import on confirmation.

Troubleshooting

• Upload failed or rows skipped: Verify mandatory columns are filled and values match expected formats.
• Projects not created: Ensure client names/projects match template requirements and that you used the latest template.
• Address updates not reflecting: Recheck that address columns were included and mapped correctly during the review step.