Importing your companies and contacts into Streamtime is essential for keeping everything running smoothly. It’s not just a task to tick off—it’s about building an organised system that makes your work life easier. With everything in one place, you can quickly access contact details, track past jobs, check outstanding invoices, and stay on top of reporting. It’s like creating your own central hub to stay connected and in control.
🎯 Goal: Import your companies and contacts into Streamtime seamlessly
🕰 Est. Time: Approximately 20-30 minutes
🔑 Requirements:
Access to your current app's export function
A CSV editor (e.g., Excel, Google Sheets)
📤 Exporting Your Data
Before you get started, export your data from your current app as a CSV file. This will ensure a smooth transfer into Streamtime.
💡 Tip: Most apps have step-by-step guides for exporting data. Check their documentation or reach out to their support if needed.
🏢 Importing Companies
By starting with companies, you’ll ensure your contact data links perfectly, avoiding mismatches and keeping everything tidy. With all your client and supplier info in one place, you’ll save time, improve reporting, and focus on what really matters—your work.
⚠️ Warning: Import companies before contacts. This ensures proper data linking and prevents errors that occur when contact data doesn't match existing company records in Streamtime.
⬇️ Download The Sample File.
Let’s make importing your companies quick and easy by starting with a sample CSV file. Here’s how to get it:
Let’s make importing your companies quick and easy by starting with a sample CSV file. Here’s how to get it:
1. Go to Companies View
Hover over the book icon in the left navigation bar and click on Companies.
2. Find the Create Button
Once you’re there, click the blue Create button
3. Choose Import Type
Companies are split into two categories: Clients and Suppliers. This setup simplifies reporting. Choose whether to import all your Clients or Suppliers in one go.
4. Download the Sample File
Click Download Sample File to get a template that matches Streamtime’s format.
🗺️ Map Your Data Fields
Now that we've downloaded the sample file. Let's put it to work. I'll walk you through the steps using Google sheets. But you can use any spreadsheet app you're comfortable with.
Now that we've downloaded the sample file. Let's put it to work. I'll walk you through the steps using Google sheets. But you can use any spreadsheet app you're comfortable with.
1. Prepare Your Data
Each row is for a single company. Go back to the data you exported from your previous app and copy the details you need—just the data, no headers.
2. Click here
Each row is for a single company. Go back to the data you exported from your previous app and copy the details- you need. Just the data. No header.
3. Paste Data Under the Correct Columns
Match the data to the headings in the Streamtime template. For example, if there’s a "Company Name" column, paste your company names there
4. Double-Check Your Work
Make sure all required fields are filled and formatted correctly to avoid errors
5. Export as a CSV File
Once you’re done, save or export your file in CSV format.
📤 Upload and Review
All right Now that we've got our import file ready. Let's upload it and import your companies.
All right Now that we've got our import file ready. Let's upload it and import your companies.
1. Upload File
Click Select CSV file to upload and choose your import file
2. Map Your Fields
Streamtime will ask you to confirm how the fields in your file match its system. This is especially useful if you didn’t use the sample template.
3. Start the Upload
Click Confirm & Import to begin the upload process.
4. Update Complete
Once the upload is complete, Streamtime will let you know if any entries had errors. For example, in this case, most companies were successfully uploaded, but there were two errors. Let’s handle those:
5. Download the Errors File
Click Download CSV file of failed to get a file that lists the errors
6. Review the Issues
Open the file and scroll to the right to see what went wrong. In our example the company's weren't imported because they already exist in Streamtime. Errors can happen for various reasons Like duplicate entries or missing data Check the error table below for explanations and fixes.
7. Re-upload
Once you’ve corrected the issues in your file, save it and head back to Streamtime. Click Reload CSV File to retry the upload with just the problematic entries.
8. Close
If your errors aren't critical. Like in this case where the companies already exists. You can simply hit close and move on.
Congratulations! You’ve now imported your companies into Streamtime. Here’s a quick recap: we started by downloading the sample file to make sure your data was formatted correctly. Then, we cleaned and prepared your data using the template, uploaded it, and reviewed the results. Finally, we fixed any issues and re-imported as needed. Now you’ve got a clean, accurate database ready to go.
📒 Importing Contacts
Now that we’ve successfully imported our companies, it’s time to bring in your contacts. This step is crucial because it links your contacts to the right companies, keeping everything organised and connected.
This time, rather than using a sample CSV like we did for companies, we’ll use the CSV file exported from your other app. Don’t worry—it’s straightforward! We’ll map the fields in Streamtime step by step to ensure everything matches perfectly.
🚦 Steps to Import Contacts
🚦 Steps to Import Contacts
1. Go to Contacts View
Start by heading over to the navigation bar on the left-hand side of your screen. Hover over the book icon and click on Contacts.
2. Find the Create Button
Once you’re on the Contacts page, look for the blue Create button and give it a click.
3. Start the Import Wizard
Click Contacts via Import to start the import wizard.
4. Upload Other App’s CSV
Click Select CSV file to upload, and pick the CSV file exported from your other app.
5. Map Your Fields
Use the dropdowns to match your data to Streamtime’s fields. This step ensures everything lines up properly.
6. Start the Import
Click Confirm & Import to begin the process. It might take a few seconds.
7. Review the Results
Once the import is complete, Streamtime will show a message confirming how many contacts were successfully imported. If there are any errors, a CSV file will be generated showing the affected contacts and what went wrong.
8. Finish Up
Once everything is sorted, click Done to close the wizard.
And there you have it—your contacts are now successfully imported and linked to the right companies! With everything connected and organised, you’re all set to hit the ground running. Whether it’s managing jobs, tracking invoices, or staying on top of communication, your streamlined database will make it all a breeze.
📛 Errors
Oops! Things don’t always go smoothly when importing companies or contacts. Not to worry – here’s a quick guide to common errors, what they mean, and straightforward steps to sort them out.
Error | What It means | How to Fix it |
File must be smaller than 20MB | The file you’re trying to upload is a bit too big. | No worries! Just split your list into smaller files and try again. |
Uh oh, you're trying to import too many companies/contacts at once. Try splitting up the import into 1000 rows or less | Streamtime’s a little overwhelmed with the number of Contacts or Companies you’re importing. | Break your CSV into chunks of 1000 rows or less. |
Issue opening file when importing | Something’s up with your file—it might not be a CSV or could be corrupted. | Double-check that your file is in CSV format, and try re-saving or exporting it again. |
Error reading line from CSV | Streamtime’s having trouble reading a line, maybe because of weird characters or corruption. | Scan your file for any strange characters and tidy them up before trying again. |
No company name | Oops, looks like a company doesn’t have a name. | Every company must have a name |
Company already exists | There’s already a company with that name in Streamtime. | Each company name has to be unique. If it’s a branch, you can either:
Add the branch’s address to the existing company.
Give the new branch a slightly different name (e.g., “Company Name - Branch 2”). |
🤝 Working with Xero
If you use Xero, here’s how to integrate your contacts effectively:
Export your contact list from Xero as a CSV file.
Import it into Streamtime, following the steps outlined above.
For new contacts, add them directly into Streamtime moving forward.
When you send an invoice in Streamtime, the contact will automatically sync to Xero.
⚠️ Warning: When you send an invoice in Streamtime, the contact will automatically sync to Xero. Creating the contact in Xero first may cause errors and lead to duplicate entries.