What Do We Allow For Import?

We currently support the following data to be imported into ZenCase via a CSV file which must be imported in the following order:

Be sure to import your Organization defaults first, such as Locations, Divisions, Relationship Roles, Matter Types, Billing Cycles, Billing Types, Member Types (aka Member Roles), Subject Matters, Task Types, Payment Methods, Invoice Terms, Vendors and Tags
Also make sure to import your Case information before billing, such as Members, Contacts, Matters, And Tasks
Invoices (both pre-bill and final invoices)
Please Note: Invoices must be imported before charges. Once charges are imported, invoices will update the bill amount and status based on the charges added to the invoice.
Time Entries
Fixed Fees
Expense
Payments
Payment Allocations

It is best to download the import templates provided below and to ensure the data is consistently formatted to match the template for the best migration success of your firm's data.

It is recommended to have a backup of your firm's data in a secure file system or data center to ensure no data is lost.

Note: All Importers are limited to 100,000 records per CSV file.

How to Import Unbilled And Unsettled Billed Invoices

Importing Unbilled And Unsettled Billed Invoices into ZenCase can be done via uploading a CSV file from the Prebilled page and Invoices page in ZenCase.

You can use our CSV template file to ensure you format your CSV correctly.
Download Invoices Template

IMPORTANT NOTE: You must import Members, Contacts, Matters, and Tasks BEFORE you import Invoices.

Fields that can be imported for invoices in this specific order:

Field Name	Data Type	Required	Import Rules
Invoice Number	number	Required	Must be an integer and unique.
Import Number	string		For reference purposes only.
Invoice Date	date string	Required	Format: MM-DD-YYYY or MM-DD-YY. Example: 05-01-2020 or 05-01-20 for May 1, 2020.
Client Number	number or string	Required	This is the contact's number. These are defined in Contacts table
Originator Number	number or string	Required	This is the member's number. These are defined in Members table
Due Date	date string	Required	Format: MM-DD-YYYY or MM-DD-YY. Example: 05-01-2020 or 05-01-20 for May 1, 2020.
Term Days	number or string		Default is 15. These are defined in the Invoice Terms table
Invoice Amount	number or string	Required	Must be greater than or equal to zero.
Discount Amount	number or string		Must be greater than or equal to zero if set.
Discount Note	string
Status	string		Options: "Preparing", "In Review", "Approved", "Invoiced", "Partial Paid", and "Paid".
Private Note	string
Customer Memo	string
Sent to Ebilling	boolean		Default is "N". Options: "Y", "N". Values represent "Y" for yes and "Y" for yes.
Tags	string		Supports comma separated list.

Upload Your CSV Files

Once you have your CSV file filled out, you can then upload your CSV from ZenCase:

Go to the Prebilled page or Invoices page in ZenCase
Click the "Import Invoices from CSV" button
Choose the CSV file you want to upload
Click "Save"
Once your import is complete, you will receive an email letting you know whether your import has successfully been imported or if there are any failures.

How to Import Unbilled And Unsettled Billed Time Entries and Expenses

Importing Time Entries, Fixed Fees, and Expenses into ZenCase can be done via uploading a CSV file from the Time and Expenses page in ZenCase.

You can use our CSV template file to ensure you format your CSV correctly.
Download Time and Expense Template

IMPORTANT NOTE: You must import Members, Contacts, Matters, Tasks and Invoices BEFORE you import Time Entries and Expenses.

Fields that can be imported for time entries and expenses in this specific order:

Field Name	Data Type	Required	Import Rules
Charge Number	number or string	Required	Must be unique. Note: ZenCase will auto-number charges and this value will be stored as "import number" when viewing charges in the charges table. You can view the column by clicking "Settings" and turn on the column for "Import Number".
Import Number	string		For reference purposes only.
Charge Type	string	Required	Options: "Time Entry", "Fixed Fee", "Expense"
Transaction Date	date string	Required	Format: MM-DD-YYYY or MM-DD-YY. Example: 05-01-2020 or 05-01-20 for May 1, 2020.
Matter Number	number or string	Required	This is the matter's number. These are defined in Matters table
Member Number	number or string	Required	This is the member's number. These are defined in Members table
Task Number	string	Contingent	Required if description empty This is the task's number. These are defined in Tasks table
Invoice Number	number or string		This is the invoice's number. These are defined in Invoices table
Vendor Name	string	Contingent	Required for "Expense" type only These are defined in Vendors table
Vendor Invoice Number	string or number
Description	string	Contingent	Required if task number empty
Billable	boolean		Default is "N". Only applies to "Time Entry" type. Options: "Y", "N". Values represent "Y" for yes and "Y" for yes. Important Note: For time entries, when billable is set to "N", then the bill rate will automatically be set to zero regardless if you have bill rate set in the csv cell. For "No Charge" time entries, we recommend applying a "Fixed Amount" discount for the total amount of the charge with a discount note as "No Charge".
Show On Bill	boolean		Default is "Y". Only applies to "Time Entry" type. Options: "Y", "N". Values represent "Y" for yes and "Y" for yes.
Actual Hours	number or string	Contingent	Required for "Time Entry" type only). Must be greater than or equal to zero. Note: This field can also be used for "Quantity" when you have expenses that are quantity rate expenses, such as mileage.
Adjusted Hours	number or string	Contingent	Required for "Time Entry" type only). Must be greater than or equal to zero. Note: For time entries, If you do not have a value for adjusted hours, we recommend using the same value as actual hours. If you set adjusted hours to "0", then the total amount may be recalculated as `adjusted hours * bill rate = total amount`.
Bill Rate	number or string	Contingent	Required for "Time Entry" type only) Note: Bill rate is limited to 5 decimal places, so round accordingly. Total Amount = number or string (required for "Fixed Fee" and "Expense" type only). Must be greater than or equal to zero. Set the "bill rate" field which will be used for "Rate" when you have expenses that are quantity rate expenses, such as mileage. Important Note: If you do not want bill rate set for expenses, then leave the field blank. If bill rate is set to "0" in the template file, expenses will be recognized as a quantity rate expense and the total amount may be re-calculated to $0.
Discount Hours	number or string		Must be greater than or equal to zero if set.
Discount Amount	number or string		Must be greater than or equal to zero if set.
Discount Type	string		Options: "Fixed Amount" or "Percent"
Discount Note	string
Show Discount on Invoice	boolean		Default is "Y". Options: "Y", "N". Values represent "Y" for yes and "Y" for yes.
LEDES Task Code	string
LEDES Activity Code	string
LEDES Expense Code	string
Tags	string		Supports comma separated list.

Upload Your CSV Files

Once you have your CSV file filled out, you can then upload your CSV from ZenCase:

Go to the Time and Expenses page in ZenCase
Click the "Import Time and Expenses from CSV" button
Choose the CSV file you want to upload
Click "Save"
Once your import is complete, you will receive an email letting you know whether your import has successfully been imported or if there are any failures.

How to Import Unsettled Payments

Importing Unsettled Payments into ZenCase can be done via uploading a CSV file from the Payments page in ZenCase.

You can use our CSV template file to ensure you format your CSV correctly.
Download Payments Template

IMPORTANT NOTE: You must import Members, Contacts, Matters, Tasks, Invoices, Time Entries and Expense BEFORE you import Payments.

Fields that can be imported for payments in this specific order:

Field Name	Data Type	Required	Import Rules
Payment Number	number	Required	Must be an integer and unique.
Import Number	string		For reference purposes only.
Transaction Date	date string	Required	Format: MM-DD-YYYY or MM-DD-YY. Example: 05-01-2020 or 05-01-20 for May 1, 2020.
Client Number	number or string	Required	This is the contact's number. These are defined in Contacts table
Matter Number	number or string	Contingent	Required for multiple matters template. This is the matter's number. These are defined in Matters table
Payer Number	number or string	Required	This is the payer's number. These are defined in Contacts table
Payment Reference	string
Payment Type	string	Required	This is the payment method name. These are defined in the Payment Methods table Note: Payment Methods also support "Credit Memo" and "Write-Off" types.
Payment Amount	number or string	Required
Payment Description	string
Payment Note	string
Tags	string		Supports comma separated list.

Upload Your CSV Files

Once you have your CSV file filled out, you can then upload your CSV from ZenCase:

Go to the Payments page in ZenCase
Click the "Import Payments from CSV" button
Choose the CSV file you want to upload
Click "Save"
Once your import is complete, you will receive an email letting you know whether your import has successfully been imported or if there are any failures.

How to Import Unsettled Payment Allocations

Importing Unsettled Payment Allocations into ZenCase can be done via uploading a CSV file from the Payments page in ZenCase.

You can use our CSV template file to ensure you format your CSV correctly.
Download Payment Allocations Template

IMPORTANT NOTE: You must import Members, Contacts, Matters, Tasks, Invoices, Time Entries and Expense, and Payments BEFORE you import Payment Allocations.

Fields that can be imported for payment allocations in this specific order:

Field Name	Data Type	Required	Import Rules
Payment Number	number	Required	Must be an integer and unique. These are defined in Payments table
Invoice Number	number	Required	Must be an integer and unique. These are defined in Invoices table
Allocation Amount	number	Required	Must be greater than zero. Note: Payments will be allocated to invoices based on our the business rule that expenses are paid first from oldest to newest, then time entries and fees will be paid from oldest to newest. ZenCase will automatically allocate the proper amounts to each time entry and expense accordingly, so please ensure the transaction dates on all charges are correct.

Upload Your CSV Files

Once you have your CSV file filled out, you can then upload your CSV from ZenCase:

Go to the Payments page in ZenCase
Click the "Import Payment Allocations from CSV" button
Choose the CSV file you want to upload
Click "Save"
Once your import is complete, you will receive an email letting you know whether your import has successfully been imported or if there are any failures.

If you have any questions, please feel free to contact us.

Import Organization Defaults For Your Firm

Import Trust Transactions

Import Client Ledgers

Import Matter Ledgers

Import Legacy Billing Records Into ZenCase