Customer imports

Customer imports are how you bulk-create or bulk-update customers from a spreadsheet — useful when you're migrating off an old POS, onboarding a new location, or making a sweeping change like re-tiering your whole contractor book.

In the POS mode, open Customers in the left sidebar. Import customers sits in the top-right action cluster, next to Add customer.

Downloading the template

Rundoo expects an Excel file (.xlsx) that matches the shape of its template. The fastest way to get that shape right is to download Rundoo's template and fill it in — don't hand-roll a CSV from a different system's export.

Click Import customers to open the Upload customers modal, then click Download template file at the bottom-left. A file named customers_template.xlsx downloads with the right header row and dropdown-validated reference tabs.

The workbook has two kinds of sheets:

• Sheet1 — the data sheet. One row per customer, with 45 columns (see below). This is the sheet you fill in.

• Reference sheets — one tab each for the dropdown-validated values Rundoo expects: Pricing Tier, Financing Term, Finance Charge, Primary Location, Sales Representative, Statement Invoices Format, Custom Tax Rate, Statement Type. Open these to see the exact strings your Rundoo tenant accepts — they vary by company. Type any of these values into Sheet1 exactly as they appear on their reference tab.

What the columns mean

The 45-column template covers every customer-level field Rundoo stores. You don't need to fill every column — only Name is strictly required — but filling more upfront means less clean-up later.

The columns group into five areas:

Identity

• Token — Rundoo's internal customer ID. Leave blank to create a new customer; fill in to update an existing one (see "Create vs update" below).

• Name — the customer's name as it appears on receipts, statements, and in the list. This is the only strictly required column.

• ID — your own customer number (account code, old-system ID, phone). Shown in the ID column of the list and indexed for search.

• Tags — comma-separated tags for grouping, like painter, commercial. See Tags.

• Notes — free-text internal notes visible to staff, not to the customer.

• Active — TRUE or FALSE. Set FALSE to create the customer deactivated (hidden from search). See Customers for what deactivation means.

Pricing and terms

• Pricing Tier — which price column this customer sees at POS. Must match the Pricing Tier reference sheet exactly. See Pricing tiers.

• Financing Term — the term that determines whether they're retail or a charge account. Cash keeps them retail; any Statement-based term (Net 30 Statement, etc.) makes them a charge account. See Finance terms.

• Finance Charge — interest applied to overdue balances (1.5% compounding, No finance charge, etc.). Must match the Finance Charge reference sheet.

• Credit Limit — dollar cap on unpaid balance. Charge account tender blocks at POS when a sale would push the customer past this.

• Credit Hold — TRUE or FALSE. Blocks Charge account tender regardless of credit limit — use when you're pausing a contractor.

• Statement Type — Open item or Balance forward. How their statement shows unpaid invoices. See Statements.

• Statement Invoices Format — None, Condensed, or Full page. How much invoice detail prints on statements.

• Restrict Outstanding Invoices To Statement Period — TRUE or FALSE. If TRUE, statements only list invoices from within the statement period.

• Print Invoices — TRUE or FALSE. Whether charge-account sales print an invoice at the counter.

• Autopay Statement Balances — TRUE or FALSE. Automatically charges the card on file when statements run.

• Mail Statements — TRUE or FALSE. Include this customer in the physical-mail statement run.

• Hide Prices On Printed Invoices — TRUE or FALSE. Prints invoices without line-item prices — requested by contractors invoicing their own customers.

Address

• Address Line 1, Address Line 2, Address City, Address State, Address Zip, Address Country — billing and mailing address. Used for mailed statements and, on some tenants, for destination-based tax calculation.

• Primary Location — the store this customer defaults to. Must match the Primary Location reference sheet.

Tax and compliance

• Sales Tax Exemption Number — resale certificate number. Having a value here generally exempts the customer from sales tax at POS.

• Eco Fee Exemption Number — for markets with eco or environmental fees (California paint, etc.). Exempts this customer from those fees.

• Single-use Tax Exempt Number — for one-time tax-exempt sales that aren't tied to a permanent resale cert.

• Custom Tax Rate — override the default tax rate. Must match a value from the Custom Tax Rate reference sheet (jurisdiction strings like MENLO PARK, SAN MATEO, CA).

• Exempt From Card Surcharge — TRUE or FALSE. Skips the card surcharge on this customer's card payments. See Card surcharges.

Workflow requirements

• Require PO — TRUE or FALSE. Blocks sale completion until a PO number is entered.

• Require Job — TRUE or FALSE. Blocks sale completion until a Job is attached.

• Require Buyer — TRUE or FALSE. Requires a named buyer/contact on each sale.

• Require Receipt Signature — TRUE or FALSE. Forces a signature pad on every receipt for this customer.

• Require Sale Notes, Require Internal Sale Notes — TRUE or FALSE. Block completion until a sale note (customer-visible or internal) is entered.

• Sales Reminder — free-text note that pops on the cart when this customer is attached. Good for "check references before charging on account."

• Sales Representative — staff member assigned as this customer's rep. Must match the Sales Representative reference sheet.

• PaxID — identifier used by Pax card readers for this customer. Rarely set by hand.

Primary contact

• Primary Contact Name, Primary Contact Phone, Primary Contact Email — name, phone, and email of the first contact under this customer. These power SMS receipts, emailed receipts, and customer notifications.

• Primary Contact Email Invoices — TRUE or FALSE. Emails invoices to this contact when charge-account sales close.

• Primary Contact Email Statements — TRUE or FALSE. Emails monthly statements to this contact.

• Primary Contact Notes — free-text notes about this specific contact.

Uploading the file

Once your spreadsheet is filled in, come back to the Upload customers modal.

Click Upload a file in the dashed drop zone — or drag the .xlsx onto it from your desktop. Rundoo validates the file as soon as it's selected; there's no extra "next" step.

Create vs update

The Token column is what decides whether a row creates a new customer or updates an existing one.

• Blank Token — Rundoo creates a new customer from the row's values.

• Filled Token — Rundoo looks up the customer with that token and overwrites matching columns.

To update customers in bulk, first export or copy their current Tokens from the Customers list, paste them into the Token column, and change only the columns you want to update. Columns you leave blank on an update row are left alone — blanks don't wipe existing values.

Reviewing validation errors

If Rundoo catches problems in the file — a bad Pricing Tier value, a missing Name, a Token that doesn't match an existing customer — it shows them per-row at the top of the modal after upload. The valid rows don't import until the whole file passes.

When you see errors:

1. Note the row numbers and what each one says. Rundoo's messages are field-specific ("Pricing Tier ‘Contrctor’ not found").

2. Cancel the upload, fix the rows in your spreadsheet, and re-upload. There's no in-modal editor — corrections always happen in Excel.

3. If a reference value looks right but still fails, re-download the template: the reference sheet may have updated since you last pulled it.

After a clean upload, open the Customers list and spot-check a few rows — sort by Last updated descending to see freshly-imported customers at the top. Look at their Settings tab to confirm the Financing Term, Pricing Tier, and Credit Limit came in as expected.

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Recommended Rundocs

• Customers — creating and editing a single customer, plus what retail vs. charge-account means.

• Product imports — the same bulk pattern, for products.

• Vendor imports — the same bulk pattern, for vendors.