Import your data

Data import brings customers, their equipment, service agreements, and service history into Thermal from a spreadsheet or another system's export. It's a four-step wizard: upload, map columns, review, import.

Prepare your file

Upload .csv, .tsv, .iif, .qbo, .ofx, or .xlsx files. Spreadsheets must be the modern .xlsx format — the older .xls binary format is not supported; save it as .xlsx or CSV and upload again. You can drop up to 5 files at once, totalling up to 25 MB across the files selected for one pass. Thermal imports along the spine: customer → their equipment → that unit's history. Bring all three in your file and they link automatically; a customer-only file still works, it just won't create equipment or history rows.

Large files: a customer list whose columns you map to Thermal fields is read in full, up to the 25 MB upload size. Files that need the automated structuring step, such as service history, are read in requests of up to 150 lines each, with the sheet's header row repeated, and at most 8 requests per pass. If the review screen says that source lines were not read, split the export into smaller files, repeat the header row at the top of each file, and import each file as a separate pass.

No file ready yet? Download template opens the import screen. Download the customer workbook for Customers, Equipment, Service history, and Agreements sheets plus a Guide, or choose an individual CSV for any data sheet. The import wizard accepts files exported from other systems, but direct connectors for ServiceTitan, Housecall Pro, QuickBooks, and Workiz are not available yet.

What you can import

Export your customers from Workiz

Workiz does not have a direct connector to Thermal yet. Use a CSV export as the starting point. The Workiz steps below could not be checked against the live Workiz screen:

1. Sign in to Workiz with an account that can access customer records. Unverified — confirm before sending to customers.
2. Open the customer list and look for its export action. Unverified — confirm before sending to customers.
3. Choose CSV if Workiz asks for a file type, then download the export. Unverified — confirm before sending to customers.
4. Open the file and confirm that it has one header row followed by the customer records you expect. Unverified — confirm before sending to customers.

Keep an untouched copy of the export. If the review screen says that source lines were not read, make smaller copies with the header row repeated in each one, then upload them to Thermal one pass at a time.

Map columns

After upload, each column from your file gets a guessed destination field — Thermal recognizes common header names (email, phone, zip, make, model, serial, and similar) automatically. Review the guesses and correct any that are wrong, or set a column to Don't import to leave it out.

Four tabs track mapping coverage separately: Customers, Equipment, Agreements, and Service history, each showing how many of that entity's fields are currently mapped. A column left unmapped for an entity just means that field won't be filled in — it doesn't block the import.

Review and fix errors

Once mapped, Thermal structures your rows into customer, equipment, agreement, and service-history records and shows a review screen with three counts: ready to import, warnings, and errors.

Each extracted record carries a confidence score:

• Below 50% is an error — automatically excluded from the import so nothing questionable gets written by default.
• 50–79% is a warning — included, but worth a quick check.
• 80% and up is included with no flag.

The rows needing attention table lists every warning and error with the record and the issue. For an error row, Exclude row / Include toggles whether it's part of the import; a warning is informational only. You can also browse every parsed row directly under the Customers / Equipment tabs and toggle inclusion there.

Import

Import commits only the included rows. Thermal matches against existing customers (by external ID or name) rather than creating duplicates — if a customer already exists, its equipment, agreements, and service history are merged in and anything that already matches is skipped, not overwritten. The completion screen breaks out how many customers, service sites, equipment records, agreements, and service-history entries were actually inserted versus skipped as already-on-file, plus how many error rows were excluded so you can download and fix them for a follow-up import.

Undo an import

Every import pass is recorded. On the Import screen, the Import history tab lists each one — when it ran, which file it came from, who ran it, and how many customers it added — with a Delete this import action.

Deleting an import removes the customers that pass created, and nothing else:

• A row that matched a customer you already had was merged into that customer, not created by the import, so it is never removed.
• The delete is all-or-nothing. If any customer from that pass has since picked up a service agreement, a work order, or an unpaid invoice, Thermal refuses the whole thing and names every customer that blocked it. Nothing is deleted. Remove the attached work first, or delete those customers individually from the Customers list.

This undoes the import only — it does not roll back edits made to those customers afterwards. Every deletion is recorded with who did it, when, and how many records it removed.

Reference

• Who can reach Import — Owners, Office users, and Dispatchers (part of the day-to-day work surface). Technicians work from the field app instead. See Roles & permissions.
• Service agreement status values used during import — in Status & domain values.