Table of Contents
Overview
If you've been in business for a while, you may already have work lined up that is not in Jobber yet. To make sure you can seamlessly start using Jobber, both one-off and recurring jobs can be imported from a spreadsheet in CSV file format to build out your calendar. This process is similar to importing your clients into Jobber.
The job import is only available to admin users. The job import is currently a Beta feature so the import functionality is subject to change.
How does the job import work?
The jobs import will bring one-off and recurring jobs from a CSV spreadsheet into Jobber.
If a job being imported belongs to a client or property that already exists in your Jobber account, it will be added to that client as long as it exactly matches an existing client's first or last name or property address. If there is no match, a new client or property will be created.
Up to 4999 jobs can be imported at once. If you have additional jobs, these can be brought into Jobber by doing multiple imports.
Past jobs can be imported and they will be marked as complete and archived in Jobber. However, to import a job in the past, the job start date must be within five years of the current date.
If a job doesn't have a scheduled date it will be imported as unscheduled. Jobs with no times will be imported with anytime visits.
Prepare your spreadsheet
The first step to importing your jobs is preparing your spreadsheet in CSV format. If you are coming from another scheduling software, you may already have an export of your schedule. However you can also create your own CSV files in programs like Excel, Sheets, and Numbers. In these programs you'll want to make sure that you are saving your file type as .csv. Here's how to do this in each program:
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Excel:
Once you have your document formatted in Excel, you can click File > Save as. From the file type drop down, you'll need to select .csv. -
Sheets:
To export a spreadsheet in Google Sheets, you'll need to click File > Download as and select a file type (in this case, pick .csv). Then select Save. -
Numbers:
In Numbers, you can click File > Export to > CSV. This will select CSV for you as the file type that this document will be saved as.
Download a sample file
Here is a sample file that you can use as a template to format your spreadsheet. Add your data under the column headings in this sample file, then start the import process.Column headers
In your spreadsheet, set up column headings for the job information that will be brought into Jobber.
These are the supported column headings for the import:
- Job Title
- Instructions
- Repeating
- Note: This is the column that determines whether this will be imported as a one-off job or recurring jobs. Recurring jobs will have a repeating schedule, whereas one-off jobs do not repeat. Learn more.
- Duration unit
- Duration length
- Job Number
- Client Name
- Client Phone
- Client Email
- Full Property Address
- Note: This is not needed if the address is broken down into columns including street, city, state/province, county, zip/postal code.
- Street 1
- Street 2
- City
- State/Province
- Zip/Postal Code
- Country
- Note: If you are coming from another software, make sure there is a country column as this is required, but not every software includes it in their export.
- Start Date
- Start Time
- End Time
- Assigned To
- Total Price
Mandatory headings
There are some fields that are mandatory to include in your spreadsheet since these are the fields used to map jobs to existing clients and properties. When a job can't map to an existing client or property, a new client or property will be created.
- Client Name
- Full Property Address, including:
- Street 1
- City
- State/Province
- Zip/Postal Code
- Country
Note: If the full property address is listed in a column, we'll break it down into individual parts for street, city, etc. Make sure to review the data being imported to make sure this has been done correctly. This is not needed if the address is broken down into columns including street, city, state/province, county, zip/postal code. If you are coming from another software, make sure there is a country column as this is required, but not every software includes it in their export.
Import a job with a repeating schedule
Recurring jobs require additional information to be filled out in your spreadsheet in order to import a job as a recurring job.The columns in your spreadsheet that are used to determine when a job is imported as a recurring job are:
- Repeating: This column is how frequently the visits will repeat (for example, weekly).
- Duration unit: This is a multiplier for the duration length. For example, if the job will be taking place over 3 weeks, the duration unit would be 3 and the duration length would be weeks.
- Duration length: The value for how long the job will run. For example, this column may contain "weeks", "days", or "months".
- How do you want to invoice: This is the billing style that determines how the client will be billed for this job.
- When do you want to invoice: This column determines the billing frequency for this job.
In the "repeating" column, enter one of the following values for how frequently you will perform work for this job:
- Weekly: The job will be created with a visit occurring once per week.
- Every two weeks: The job will be created with a visit occurring every other week.
- Monthly: The job will be created with a visit occurring one per month.
- As needed: The job will be created with no visits. Use this when your visits are not known ahead of time. For example, you might use the "as needed" option when setting up the snow removal workflow since you won't know when it's going to snow.
Recurring jobs will also have a duration length with units that determines how long the job will repeat for. There are columns for "duration units" and "duration length" that determine this:
- Duration units: This column is a multiplier for the duration length. For example, if the job will be taking place over 3 weeks, the duration unit would be 3 and the duration length would be weeks.
- Duration length: This column is the value for how long the job will take place. The options are:
- Days: The recurring job will end after the specified number (duration unit) of days.
- Weeks: The recurring job will end after the specified number (duration unit) of weeks.
- Months: The recurring job will end after the specified number (duration unit) of monts.
- Years: The recurring job will end after the specified number of years.
- Note: 10 years is the maximum number of years that can be imported.
The "how do you want to invoice" column is determines the invoicing style for this job, the options are:
- For the work done each visit: This is "per visit" invoicing where the total price column value will be used as a line item for each visit.
- One price, regardless of how many visits : This is "fixed price" billing, where the total price column value will be used for this job.
The "when do you want to invoice" column determines the job's billing frequency. The options are:
- When the visit is marked complete: Once a visit is marked completed, you will be prompted to invoice for this job.
- Don't remind me to invoice: No invoice reminders will be created for this job and you won't be prompted to invoice.
- When the job is marked closed: With this option, the job will prompt you to invoice once the job is marked closed. Jobs are typically closed once the entire duration of the job has been completed.
- The last day of every month: This option will prompt you to invoice on the last day of the month. This means on the 30th or 31st (or 28th in February).
Start the import
To import your clients, sign into Jobber.com and navigate to Jobs on the side navigation. From the jobs index page, select More Actions > Import Jobs.
This will open the Import Jobs window, select Begin Import.
The next step is uploading your CSV file. Drag and drop your file into the window or select Upload file to upload your spreadsheet.
Next, you will need to make sure that the headings in your spreadsheet are mapped to the correct fields in Jobber. The matching is done automatically, however if there is a discrepancy, you can select the correct field from the "destination fields" dropdown menu.
The column headings from your spreadsheet will appear in a column for "incoming fields". These will need to be matched to an existing field in Jobber listed in the "destination fields" column. Review and confirm that the incoming fields are mapped to the correct destination fields. Use the dropdown menu to select an alternative destination field, if the incoming field has been mapped to an incorrect destination. It's possible that your spreadsheet may have fields that aren't associated with jobs such as the client's billing address; any fields that you don't want to import can be left blank.
To the right, there is a "data preview" section shows a preview of the values that are filled in for this column so you will be able to confirm that the information is entered in the correct column. If the headings look correct, select Continue.
The next step is to review the data you've input so far. If there are any problems with the import data, this is where you can make edits to ensure everything is imported correctly. Any errors will be highlighted in red and can be filtered using the Invalid filter selection.
When you're ready to bring this data into your Jobber account, select Import.
While the import is running, you will be brought back to the jobs index page (Jobs from the side navigation). You can navigate away from this page and still use Jobber while the import is happening.
Once the import has stopped running, clients, properties, and jobs may still take some time to be created in Jobber. Activity feed will be updated once these are created.
After the import is complete, there will be a 10 minute window where the import can be reverted. To revert a job import, navigate to the jobs index page and select Revert. When a job import is reverted, any jobs, clients, and properties that were created by the import are removed. If you had created any additional work for a client that was created by the job import, that work will be removed
Frequently Asked Questions
FAQ Table of Contents
- What happens if I import a job that uses a job number that's already taken by an existing job?
- How do visit reminders work with imported jobs?
- Can I import a recurring job?
- The job import created a duplicate client, can I merge it with the existing client?
- Can I add team members in the "assigned to" column of my spreadsheet if they aren't a user in Jobber?
- Can I import a job level custom field?
- How does the system determine the status of jobs during an import?
What happens if I import a job that uses a job number that's already taken by an existing job?
If a job being imported has the same job number as an existing job in your Jobber account, the imported job will use the next highest available job number.
For example, if you already have existing jobs numbered 1, 2, 3, 4, 5.
Then you import jobs with the following job numbers: 3, 4, 5, 6.
The imported jobs with job numbers 3, 4, 5 will be changed to 7, 8, 9 and the job that was imported as 6 will keep 6 as its job number.
How do visit reminders work with imported jobs?
When visit reminders are turned on in your email and text messages settings, jobs will be imported with visit reminders enabled which means they will automatically send visit reminders according to the schedule settings for visit reminders.
Visit reminders are set at the client level, rather than the job level. If you've imported a job where you don't want the client to receive a visit reminder, navigate to the client's profile then select Edit and toggle Assessment and visit reminders to off. Please note that this will turn off reminders for all assessments and jobs for this client.
Can I import one-off and recurring jobs?
Yes, both one-off and recurring jobs can be imported.
The job import created a duplicate client, can I merge it with the existing client?
Jobber does not have a client merge.
As a best practice to avoid duplicates created through the import, make sure the client names and property address in your spreadsheet match exactly with the ones already in Jobber. The import maps these fields and when there is a discrepancy a new client or property is created.
Can I add team members in the "assigned to" column of my spreadsheet if they aren't a user in Jobber?
No, if team members who aren't users in Jobber are listed in the "assigned to" column of your spreadsheet, the job will be imported as "unassigned".
Can I import a job level custom field?
No, the job import does not support importing custom fields.
How does the system determine the status of jobs during an import?
During an import, the system automatically assigns a status to each job based on its date:
- Upcoming jobs: Jobs with the start date in the future will be imported in "upcoming" status.
- Active jobs: Recurring Jobs that have a start date in the past, but continues into the future OR one-off jobs scheduled for the current day that have a start time in the past but an end time in the future.
- Archived jobs: Jobs that occurred in the past, whether one-off or recurring with end dates before the current date, are marked as "archived."
- Unscheduled jobs: Jobs without a date are labeled as "unscheduled."