Importing Clients and Companies House Sync

Import Templates

The import templates must be completed exactly as provided

  • The import file must be saved in CSV format
  • The column structure and order must not be changed
  • The column headers must not be renamed, removed or reordered
  • Data must be entered using the exact formats specified in the template

VAT quarters can be imported in either of two formats: “Mar/Jun/Sep/Dec” or “MarJunSepDec”.


There are two separate import templates, one for Organisations and one for Individuals.

In the Organisations template, example rows are provided for both:

  • Limited companies (using a Companies House number is the only method supported)
  • Sole traders (where additional fields must be completed manually)

See Articles: Import Template - Organisations and Import Template - Individuals for full details of the field names and required data format.


Import Validation

During import, the system performs validation checks. If any rows contain errors, the import will identify the specific lines that need to be corrected.


Recommended approach

To minimise errors and avoid rework:

  • Start with a small test import (for example, a few clients) to confirm the format is correct and the data behaves as expected.
  • Once validated, proceed with the full import.

Avoiding duplication

  • You cannot reimport an existing client to populate missing fields, as this will create a duplicate record. The exception is Companies House-registered entities, where the unique company number is used to prevent duplication.

Undoing an import

After completing an import, returning to the import section (Organisations or Individuals) will display an Undo Last Import option.

  • Imports are undone in reverse order (most recent first).
  • This allows import errors to be corrected in a controlled way without manually deleting individual records.
  • An import can be undone for up to 48 hours after it was completed. Each import will show when it was completed and how much time remains to undo.

Tip: For the most efficient setup, include as much relevant client information as possible in the import template to avoid having to add it manually later. Where you use Smart Tasks, make sure the import includes the minimum required information for each service you provide so that the relevant Smart Tasks can be created automatically. These required fields are identified by lightning icons in the client settings and are listed in the article Triggering Smart Tasks.


Companies House Sync

Where an Organisation has a valid Companies House registration number, PracticeFlow links it to Companies House and synchronises selected company information. This includes the company name, type, registration number, date of incorporation, year end, registered address, Accounts dates and Confirmation Statement dates. Information synchronised from Companies House cannot be edited directly in PracticeFlow.


Syncs take place automatically overnight to keep company data up to date.

You can also force a sync manually from the Organisation side panel:

  • Click the company name.
  • Locate the Last Synced timestamp.
  • Click Sync Now to update the company information immediately.

Note: You do not need to complete a task in order for a client organisation to sync with Companies House. For more information about the Companies House integration, including the information synchronised with PracticeFlow, see Companies House Integration.