Client Import

Entering hundreds of existing clients manually is nobody’s idea of a productive afternoon. LawnBook’s Client Import tools bring your existing customer list into the app quickly, whether that data lives in a spreadsheet, your phone’s contacts, QuickBooks, or Xero. Most businesses complete a full import in under fifteen minutes.

Import Methods

LawnBook supports four ways to import clients. Each method is designed for a different starting point, so you can use the one that matches where your client data currently lives.

• CSV file upload — Upload a spreadsheet exported from any system. Best for bulk imports from custom databases, old software, or manually maintained spreadsheets
• Device contacts — Pull clients directly from your iPhone address book. Best for owner-operators whose customer relationships live on their phone
• QuickBooks export — Import your customer list from QuickBooks Online or QuickBooks Desktop. LawnBook recognizes the QuickBooks export format automatically
• Xero export — Import contacts from your Xero accounting file. LawnBook maps Xero’s contact fields to LawnBook client profiles automatically

All four methods bring clients into a review screen before any records are created, so you can check the data, fix any errors, and confirm the import looks right before committing. No client is added to your account without your explicit approval.

Note: Client Import is a Pro feature. If you are on a free plan and want to import more than 10 clients, upgrade to LawnBook Pro from Settings › Subscription before starting the import process.

CSV Import

The CSV import is the most flexible option and works with data from virtually any source. If you can export it to a spreadsheet, you can import it to LawnBook.

To prepare your CSV file, open your spreadsheet application and make sure your client data has the following columns. The column names do not need to match exactly — LawnBook’s column mapping step lets you tell it which column in your file corresponds to which field:

• Name — Client’s full name or business name. This is the only required field
• Phone — Primary phone number in any format (LawnBook normalizes it automatically)
• Email — Email address for invoices and appointment reminders
• Address — Service address street line
• City — City for the service address
• State — State abbreviation (e.g., TX, FL, OH)
• ZIP — ZIP or postal code
• Notes — Any free-text notes you want carried over to the client profile

Once your CSV is ready, go to Clients › Import › CSV File. Select the file from your device. LawnBook reads the first row as column headers and presents a mapping screen where you drag each column to its corresponding LawnBook field. Columns that LawnBook recognizes automatically will be pre-mapped — you only need to handle any that weren’t detected.

After mapping, LawnBook shows a preview of the first ten rows with your mapping applied. Confirm the data looks correct, then tap Import All to create the client records.

Tip: If your spreadsheet has extra columns you don’t want to import — internal notes, billing codes, or columns from old software — simply skip them in the mapping step. LawnBook only imports fields you explicitly map.

From Contacts

If your customer relationships are stored in your iPhone’s address book, importing from contacts is the fastest path. LawnBook requests read access to your contacts (it does not write to or modify your contacts) and presents a searchable list of everyone in your address book.

The import process from contacts works like this:

1. Go to Clients › Import › From Contacts
2. Grant LawnBook permission to read your contacts if prompted
3. Use the search bar to find clients, or scroll through your contacts list
4. Tap a contact to select them, or use Select All if you want to import your entire address book
5. LawnBook pulls each selected contact’s name, phone number, email address, and physical address
6. Review the preview screen and deselect anyone you don’t want to import as a client
7. Tap Import Selected to create the client records

Contacts that are already in LawnBook as clients will be flagged as potential duplicates. LawnBook lets you skip duplicates, update the existing record with any new information from the contact, or merge the two records.

From QuickBooks

QuickBooks is the most common accounting tool among lawn care businesses switching to LawnBook, and the import is designed to make the transition as smooth as possible. LawnBook automatically recognizes the column format that QuickBooks uses for customer exports, so no column mapping is required.

To export your customer list from QuickBooks:

1. In QuickBooks Online, go to Sales › Customers
2. Click the Export icon (arrow pointing down) at the top right of the customer list
3. Choose Export to Excel or Export to CSV — either format works
4. Save the file to your device

For QuickBooks Desktop, go to Customers › Customer Center, click Excel › Export Customer List, and save the file.

Once you have the file, go to Clients › Import › QuickBooks in LawnBook and select the exported file. LawnBook recognizes the QuickBooks column structure and maps fields automatically. You’ll see a preview of the imported data before any records are created. QuickBooks’ customer name, phone, email, billing address, and notes fields all carry over.

Tip: QuickBooks exports include inactive customers by default. Review the preview screen and uncheck any archived customers you don’t want imported into LawnBook. Importing only your active customers keeps your client list clean from the start.

From Xero

If your accounting runs on Xero, you can export your contact list and import it directly into LawnBook. Xero calls its customers “contacts,” and the export includes all the information LawnBook needs to create complete client profiles.

To export contacts from Xero:

1. In Xero, go to Contacts › All Contacts
2. Click Import/Export in the top right
3. Choose Export contacts
4. Select All contacts or filter to customers only
5. Download the CSV file that Xero generates

In LawnBook, go to Clients › Import › Xero and select the file. LawnBook recognizes Xero’s export format and maps fields automatically. The contact name, email, phone, and postal address fields from Xero become the client name, email, phone, and service address in LawnBook.

If a Xero contact has multiple addresses, LawnBook uses the first postal address as the service address and notes any additional addresses in the client’s notes field for you to review.

After Import

Once your import is complete, LawnBook takes you to the newly imported clients list. This is your opportunity to review each record and add the additional information that a CSV, contacts list, or accounting export typically does not contain.

Work through your imported clients and add:

• Property details — Lot size, number of lawn areas, gate codes, access notes, and any property-specific instructions your crew needs to know
• Lawn type — Grass species (Bermuda, Zoysia, Fescue, St. Augustine, etc.) and any known soil or drainage issues
• Services — Which recurring services this client receives, their frequency, and the agreed price per visit
• Payment preferences — Whether they pay by card on file, check, cash, or invoice. Set up autopay for clients who prefer it
• Communication preferences — Whether they want appointment reminders by text, email, or both

You do not need to complete every client record before you start working. LawnBook lets you add property details and service information progressively as you visit each property. Many operators import their clients, start scheduling jobs immediately, and fill in property details during the first visit of the season.

Tip: After import, use the Bulk Edit tool to assign default services or recurring schedules to multiple clients at once. If all your basic mow clients get the same weekly service at the same price, you can configure that for the entire group in one step rather than opening each record individually.