How to Import Contacts from Billing System

This guide covers importing contact data from your utility billing system (Caselle) into Yoppify.

Overview

Why Import?

Regular imports ensure:

• New customers are added automatically
• Contact information stays current
• Disconnected accounts are updated
• Manual data entry is minimized

Caselle Import Process

Part 1: Export from Caselle

Step 1: Access Reports

1. Log into Caselle system
2. Navigate to Reports menu
3. Select Table Lists

Step 2: Generate Export

1. From dropdown, select “Yoppify Contact Sync” report
2. Click Run Report
3. Choose export format (CSV recommended)
4. Select destination: Save to local storage

Step 3: Save File

1. Name file descriptively
   • Example: 2024-11_Contact_Export.csv
   • Include year and month for reference
2. Save to known location
3. Verify file downloaded completely

Part 2: Import to Yoppify

Step 1: Access Import Page

1. Log into Yoppify
2. Navigate to Community section
3. Click Imports

Step 2: Create New Import

1. Click “Create New Import” button
2. Configure import settings:

Field	Value
Import Name	”November 2024 Contact Import”
Import Type	Keep default
Update Existing	Yes (recommended)
Create New	Yes (recommended)

3. Leave other settings at defaults

Step 3: Upload File

1. Scroll to “Choose File” section
2. Click Browse or Choose File
3. Navigate to saved Caselle export
4. Select file
5. Click Open

Step 4: Start Import

1. Review settings one final time
2. Click “Start Import” button
3. Wait for processing to complete
4. Review import summary

Import File Requirements

Required Fields

Your import file must contain:

Field	Format	Example
Account Number	Alphanumeric	10001
First Name	Text	John
Last Name	Text	Smith
Contact Method	Email/Phone	One required

Optional but Recommended

• Street Address
• City, State, ZIP
• Secondary phone/email
• Customer type
• Service dates

File Format Requirements

Technical Specifications

• File Types: CSV, Excel (.xlsx, .xls)
• Encoding: UTF-8 preferred
• Headers: First row must contain column names
• Account Column: Must be in Column A (first column)

Post-Import Verification

Step 1: Check Import Summary

Review the completion screen for:

• ✓ Total records processed
• ✓ New contacts created
• ✓ Existing contacts updated
• ✓ Any errors or warnings

Step 2: Spot Check Records

1. Go to Contacts page
2. Search for recently added contacts
3. Verify information accuracy
4. Check for any missing data

Step 3: Review Import History

1. Return to Imports page
2. Click on your import name
3. Download detailed report if needed
4. Document any issues for next import

Troubleshooting Common Issues

Problem: Import Fails to Start

Possible Causes:

• File format incorrect
• File too large (>10MB)
• Missing required fields

Solutions:

• Convert to CSV format
• Split large files
• Add required columns

Problem: Contacts Not Updating

Possible Causes:

• Account numbers don’t match
• Manual edits blocking updates
• Import settings incorrect

Solutions:

• Verify account number format
• Check for manual edit flags
• Review import configuration

Problem: Missing Contacts

Possible Causes:

• No account number in source
• Filtered during export
• Import partially failed

Solutions:

• Add account numbers in billing system
• Check export filters
• Review error log

Best Practices

Import Schedule

Recommended Frequency

• Monthly: For active systems
• Weekly: During busy seasons
• Daily: For critical periods

Pre-Import Checklist

□ Backup current Yoppify data
□ Verify export includes all customers
□ Check file for obvious errors
□ Ensure adequate time for import
□ Notify team of import schedule

Data Quality Tips

1. Standardize Formats

   • Phone: (555) 123-4567
   • Email: lowercase
   • Names: Proper case

2. Remove Duplicates

   • Check for duplicate accounts
   • Merge before importing
   • Clean billing system data

3. Validate Contact Info

   • Verify phone numbers
   • Check email formats
   • Confirm addresses

Alternative Import Methods

Manual CSV Creation

If not using Caselle:

1. Create CSV with required columns
2. Format according to specifications
3. Save as CSV (UTF-8)
4. Follow import steps above

Bulk Contact Updates

For updating existing contacts only:

1. Export current contacts from Yoppify
2. Update in spreadsheet
3. Re-import with “Update Only” setting

Import Automation

Setting Up Scheduled Imports

Contact Preston at preston@yoppify.com for:

• Automated import scheduling
• Direct billing system integration
• Custom import mappings
• Bulk operations support

Related Documentation

• Imports Overview
• Contact Management
• Detailed Caselle Export
• Advanced Troubleshooting

---