Import & Export Data

Move your data into and out of ClientFlow with ease. Import your existing client list from CSV files, export reports in multiple formats, set up scheduled exports, and fulfill GDPR data portability requests.

CSV Import (Clients)

The fastest way to get started with ClientFlow is to import your existing client list from a CSV file. This works with exports from spreadsheets, other CRM tools, or any system that can produce CSV output.

Preparing Your CSV

Your CSV file should include column headers in the first row. ClientFlow recognizes these common column names automatically:

Column	Required	Description
name or full_name	Yes	Client's full name
email	No	Email address
phone	No	Phone number (any format)
address	No	Physical address
notes	No	General notes about the client
tags	No	Comma-separated tags
date_of_birth	No	Date of birth (YYYY-MM-DD preferred)

Importing Step by Step

1. Go to Dashboard → Clients → Import
2. Click Upload CSV and select your file
3. ClientFlow analyzes the file and shows a preview of the first 5 rows
4. Map your CSV columns to ClientFlow fields using the dropdown menus
5. Review the mapping and click Start Import
6. The import runs in the background — you will receive a notification when complete

Handling Duplicates

During import, ClientFlow checks for duplicate clients based on email address and phone number. You can choose how to handle duplicates:

• Skip duplicates — Do not import rows that match existing clients
• Update existing — Merge imported data with existing client records
• Import all — Create new records for every row (may create duplicates)

Import Limits

CSV imports support up to 10,000 rows per file. For larger datasets, split your file into batches. The Free plan is limited to 5 total clients, so imports that would exceed this limit are partially processed (first 5 rows only).

Data Mapping

Data mapping is the process of telling ClientFlow which columns in your CSV correspond to which fields in the system.

Automatic Mapping

ClientFlow attempts to auto-map columns based on header names. Common variations are recognized — for example, "First Name" and "first_name" both map to the name field. "Mobile", "Cell", and "Phone Number" all map to the phone field.

Manual Mapping

If automatic mapping does not correctly identify a column, use the dropdown to manually assign it. You can also choose to skip columns that do not have a corresponding field in ClientFlow. Custom fields can be created on-the-fly during the mapping step.

Data Transformation

During import, ClientFlow automatically:

• Normalizes phone numbers to a consistent format
• Validates email addresses and flags invalid ones
• Parses date formats (supports YYYY-MM-DD, MM/DD/YYYY, DD/MM/YYYY)
• Trims whitespace from all fields
• Converts text encoding to UTF-8

Export Options

Export your ClientFlow data in multiple formats for reporting, accounting, or backup purposes.

Available Formats

Format	Best For	Available Data
PDF	Printing, sharing reports	Invoices, reports, client profiles
CSV	Spreadsheets, data analysis	Clients, payments, appointments, expenses
Excel (.xlsx)	Advanced analysis, pivot tables	All data types with formatted sheets

Exporting Data

1. Navigate to the data section you want to export (Clients, Payments, etc.)
2. Apply any filters you need (date range, status, category)
3. Click Export and choose your format
4. The export is generated in the background
5. Download the file from Dashboard → Exports when ready

What You Can Export

• Client list — Names, contact info, tags, notes, custom fields
• Payment history — All payments with dates, amounts, statuses, methods
• Appointment history — Past and upcoming appointments with client details
• Invoice data — All invoices with line items and payment status
• Expense records — Expenses by category with receipts referenced
• Inventory — Product catalog with stock levels and pricing
• Financial reports — Revenue, P&L, and custom report data

Scheduled Exports

Automate data exports to receive regular reports without manual action.

Setting Up Scheduled Exports

1. Go to Settings → Exports → Scheduled
2. Click New Scheduled Export
3. Choose the data type (clients, payments, expenses, etc.)
4. Select the format (CSV or Excel)
5. Set the frequency (weekly or monthly)
6. Choose the delivery method (email or download center)
7. Click Save Schedule

Use Cases

• Monthly accounting — Export payment and expense data to your accountant on the 1st of each month
• Weekly client review — Export new client additions and activity for team meetings
• Backup — Monthly full data export as a secondary backup

GDPR Export

ClientFlow supports GDPR data portability requests, allowing you to provide clients with a copy of all their personal data.

What Is a GDPR Export

Under GDPR (General Data Protection Regulation), individuals have the right to receive their personal data in a structured, machine-readable format. When a client requests their data, ClientFlow can generate a comprehensive export package.

Generating a GDPR Export

1. Go to the client's profile
2. Click Privacy → Export Client Data
3. ClientFlow compiles all data associated with that client
4. The export is generated as a ZIP file containing JSON and PDF files
5. Download and provide the file to the client

Data Included in GDPR Export

• Personal information (name, email, phone, address)
• Appointment history
• Payment records
• Invoice copies
• Messages and communication history
• Notes (with option to include or exclude practitioner notes)
• Intake form submissions
• Files and documents shared
• Consent records