Importing into Projectous

Importing is how you move into Projectous without starting from an empty workspace. You export what you have from the tool you are leaving, upload the file, check what Projectous made of it, and only then is anything saved. This guide covers every importer, in the order most companies use them: projects and clients first, then the tasks inside them, then your team, then time, money and passwords.

There are six importers. Each one reads a file, or in the case of QuickBooks a connected account, and shows you a preview before it writes anything.

What you want to bring in	Where it comes from	Where to start
Clients, projects and their tasks	ClickUp, monday.com or Notion	Settings, Import Projects, From another project tool
Clients and projects	Asana, Trello, Linear or Jira, or any other export	The same importer, choosing Other (AI-assisted)
Clients and projects, prepared by hand	A spreadsheet saved as CSV	Settings, Import Projects, From a CSV (Projectous format)
Your team	A list of email addresses	Settings, Import Projects, Invite team
Tracked time	A spreadsheet or another time tracker's export	Invoiceable, Import
Customers, invoices, payments and expenses	QuickBooks Online	Settings, Money, QuickBooks
Passwords	1Password, Bitwarden, LastPass, Dashlane, Chrome, Safari, Firefox or any CSV	Vault, Import

Nothing in Projectous imports leads, contacts, comments, attachments or tracked time from a project tool. Those are covered under Common questions at the end.

Who can import?#

• Projects, clients and tasks. Admins only, wherever the importer is opened: the Import Projects tab in Settings, the import buttons on the Projects page, and the link in the Add Project window. Nobody else is shown them, and the API refuses an import from anyone who is not an admin.
• Inviting your team in bulk. Admins only.
• Time. Admins only. The Import button on Invoiceable is not shown to anyone else.
• QuickBooks. Admins only, on the Everything plan. The Money tab that holds it is only shown to admins.
• Passwords. Anyone with access to the vault can import into their own private vault, Only me. Importing into a project's vault needs access to that project's vault.

Importing projects, tasks, time and passwords does not depend on your plan. QuickBooks does: it is part of the Everything plan. See Plans and pricing.

Where do I find the importers?#

Settings, Import Projects. The main home for importing is a tab in Settings called Import Projects, with the heading Import data. It holds three cards:

• From another project tool, with the button Open importer. This is the importer for ClickUp, monday.com, Notion and everything else.
• From a CSV (Projectous format), with the button Upload CSV. This is for a spreadsheet you prepare yourself in our column layout.
• Invite team, with the button Open bulk invite.

These importers are meant to be used once or twice while you move in, which is why they live in Settings rather than on a page you use every day.

The setup checklist. A new company sees a setup card called Bring your clients and projects over, with the button Start import. It opens the same importer as Open importer, without leaving the setup screen. The card counts as done as soon as you close the importer, whether or not you imported anything. You can come back to it at any time under Settings, Getting Started.

The Projects page. While a company has no projects, the Projects page shows an admin an Import Projects button and, in the empty list, Import from somewhere else. Both open the CSV importer. For an admin, the Add Project window always ends with a link, Or import many at once, which opens the importer for other tools.

Elsewhere. Time is imported from Invoiceable, QuickBooks expenses can also be imported from the Expenses page, and passwords are imported from the Vault. Each has its own section below.

Before you start#

A few minutes of preparation saves a clean-up afterwards.

1. Invite your team first. When a task comes across with an assignee, Projectous assigns it only if that person's email address already belongs to somebody in your company. Invite people before you import tasks, using Inviting people or the bulk invite described below, and their tasks will land on them.
2. Decide what a client is. In Projectous every project belongs to a client. Most project tools have no client field, so each importer has a rule for choosing one, explained in its section. You can correct every client name in the review step, so look at that column carefully.
3. Export one workspace or board at a time if the tool offers it. Smaller files are easier to check, and the review step shows every row.
4. Keep the original export. Projectous does not keep a copy of your file, and there is no undo. If something goes wrong you will want to fix the file and run it again.

How do I import from another project tool?#

This is the importer behind Open importer. It takes the export file straight from the tool you are leaving, and works in four steps: pick the tool and upload, map the fields, review the projects, then choose which tasks to bring in.

1. Pick the tool and upload the file#

The window is called Import from another tool. Under Pick a tool there are four choices:

• ClickUp
• monday.com
• Notion
• Other (AI-assisted), which also covers Asana, Trello, Linear and Jira

Under the choice, a short note tells you where to find the export in that tool, with a link to the tool's own export instructions. Choose your file and press Preview. Nothing is saved at this point: Projectous reads the file and shows you what it found.

Each tool expects one kind of file:

Tool	Upload
ClickUp	The .csv file
monday.com	The .xlsx file (an older .xls works too)
Notion	The .csv file from inside the export's .zip
Other	A .csv, .tsv, .xlsx or .json file, up to 10 MB

If the file is the wrong kind, the importer says which kind it expected. If it is too large for the server to accept, it says so and gives the limit; split the export and upload each part.

2. Map the fields#

The second step is called Map {tool} fields to Projectous. Every column in your file is listed under Your column, with an example value from the file, and next to it a Projectous field.

Projectous fills in the fields it recognised. A guess is marked auto, so you can double-check it. You can point any column at a different field, place the columns it left blank, or set a column to don't import. A field can only be used once; if two columns point at the same field, both are highlighted as used twice and you have to fix one before continuing.

The fields are split into two groups.

Project and client fields

• Client name (required)
• Project name (required)
• Project acronym, Project URL, Project rate
• Client rate, Client email, Client phone, Representative, Client URL
• Address 1, Address 2, City, State, Zip, Tax ID

Task fields, shown only when the file has tasks, with the number of tasks found

• Task title (required)
• Project, Client, Status, Priority, Due date, Assignee, Description, Task URL

Some rows are marked locked. These are values the importer worked out itself rather than read from one column, such as a client name taken from the database name, and they cannot be pointed elsewhere. Very large files are a special case: when a file has more than 5,000 rows, the mapping step lists only the columns Projectous recognised. To place the others, split the file into smaller exports and upload them one at a time.

Press Continue when every required field is mapped. Back returns to the upload.

3. Review the projects#

The third step is called Review {tool} import, with the number of rows. Any notes the importer has about your file appear at the top: columns it could not find, rows it skipped, values it had to guess.

Each row is one project. Every cell can be edited:

• Client, Project and Acronym (up to six characters)
• Rate ($/hr), the client's hourly rate
• Email, Phone, Representative, Client URL, Address 1, Address 2, City, State, Zip, Tax ID and Project URL

The cross at the end of a row removes it. A client you already have in Projectous is used rather than made again: the match ignores capital letters and spaces at either end, and the row says Existing client under the name. A client you deleted is never brought back; a new one is made instead. When the rows look right, press Import N rows. Projects are created open, each under its client, and a message confirms how many projects and new clients were made, and how many went under clients you already had. If any row fails, nothing from this step is saved and the message names the row that failed.

A rate becomes a contract. A client rate creates one contract for that client called "Default {rate}/hr", which applies to all its projects. A project rate creates a contract on that project called "Project rate {rate}/hr", and takes precedence over the client rate. See Contracts.

4. Choose the tasks#

If your file also held tasks, a last step asks whether to import them too. It lists every task with its project, status and due date, each with a tick box. Untick any you do not want, then press Import N tasks, or Skip to finish without them. The projects from the previous step are already saved either way. Renaming a client or project in the review step keeps its tasks. A task whose project row you removed is left unticked, and the note at the top says how many.

Imported tasks:

• belong to the project they came with: one created in step 3, or else a project you already have with the same name. When two of your projects share the name, the task's client decides, and if it cannot, the task is skipped
• are owned by you, the person importing
• keep their title, description, status, priority, due date and a link back to the original task, where the file had them. A due date Projectous cannot read as a date is left off that task rather than stopping the import
• are assigned to the people named in the file when their email address belongs to somebody in your company; other assignees are left off

A task without a status starts as an open task, and a task without a priority is Regular. The confirmation message tells you how many tasks were imported and how many were skipped because their project was not found.

After the import#

The new projects appear in your project list straight away, with no reload. Nobody else is notified or emailed about them.

When the importer found people's email addresses in the file, it opens the bulk invite window next, headed Invite team from {tool}, with those addresses filled in. Nothing is sent until you press the invite button. See How do I invite my whole team at once?

How do I import from ClickUp?#

Export from ClickUp. In ClickUp, go to Workspace settings, then Import / Export, then Export CSV. Export one Space at a time.

Upload. In Projectous, open the importer, pick ClickUp and upload the .csv file.

What comes across:

In ClickUp	In Projectous
Space	Client
Folder	Project. Every List inside a Folder goes into the same project, named after the Folder
A List that is not in a Folder	Project, named after the List
Task	Task, from the Task Name column
Status	Task status (see below)
Priority	Urgent, High, Regular or Low
Due Date	Due date
Assignees	Assignees, for the ones written as email addresses that belong to your team
Description	Description
Task URL	A link back to the task in ClickUp

Statuses. "To do", "open" and "not started" become an open task. "In progress", "in review", "doing" and "active" become In Progress. "Complete", "done" and "closed" become Completed. "Blocked", "on hold" and "paused" become On Hold. "Needs info" and "waiting" become Need Info. Any other custom status becomes an open task, so check your custom statuses after importing.

What is left behind: tags, custom fields, time tracked, comments, attachments, start dates and subtasks.

The export needs at least one of the Space, Folder or List columns. If all three are missing, re-export from ClickUp with its default columns.

How do I import from monday.com?#

Export from monday.com. Open the board, then the board menu (the three dots), More actions, Export board to Excel. Each board is one file, and usually one project.

Upload. In Projectous, open the importer, pick monday.com and upload the .xlsx file. An older .xls export works too.

What comes across:

In monday.com	In Projectous
Board (each sheet in the file)	Project, named after the board
Person, People, Owner, Client or Customer column	Client. Without one of these, the client is the board name
Item	Task, from the Name or Item column
Status	Task status (see below)
Priority	Urgent, High, Regular or Low
Due date, Date or Deadline column	Due date
Description, Notes or Details column	Description

Groups do not become projects; the items in every group of a board become tasks in the same project. Rows that are only a group heading, such as "Done" or "To do" with nothing else filled in, are skipped.

Statuses. "Working on it", "in progress" and "doing" become In Progress. "Done" and "completed" become Completed. "Stuck", "blocked" and "on hold" become On Hold. "Waiting on others" and "needs info" become Need Info. Blank, "to do", "not started" and "backlog" become an open task, and so does any other status. The review step tells you how many statuses it did not recognise.

Check the client. monday.com has no client field, so the client comes from the first name in a Person or Owner column, or from the board name. Correct it in the review step if that is not the client you want.

What is left behind: assignees (monday.com exports people as names, not email addresses), updates, files, comments, subitems, timeline ranges and formula columns.

How do I import from Notion?#

Export from Notion. Open the database, then the menu (the three dots), Export, and choose Markdown & CSV. Notion gives you a .zip file. Unzip it and keep the .csv file; the page files next to it are not used.

Upload. In Projectous, open the importer, pick Notion and upload the .csv file of your projects database. To bring tasks too, import the projects database first, then the tasks database the same way.

What comes across from a projects database:

In Notion	In Projectous
The first column (the page title)	Project
Client or Customer property	Client. Without one, every project goes under a client named after the database
Acronym or Code property	Project acronym. Without one, an acronym is made from the name
Rate, Hourly rate or Hourly property	Project rate
URL, Link or Website property	Project URL

If your projects belong to several clients and the database has no Client property, edit the client on each row in the review step.

What is left behind: the page contents, relations to other databases, and any properties not listed above.

A tasks database. The importer treats a database as tasks when it has a Project property and also a Status, Due, Assignee or Priority property. The file holds no projects, so the review step has nothing to create, and Continue to N tasks goes straight to choosing the tasks. Each task goes into the project you already have in Projectous with the same name as its Project property, ignoring capital letters. If two of your projects share that name, a Client property on the task decides; without one, the task is skipped rather than filed under a guess. A task whose project is not in Projectous yet starts unticked, and the step says how many. Tasks keep their title, status, priority, due date and Notes or Description. Notion's Assignee holds names rather than email addresses, so tasks arrive unassigned.

How do I import from Asana?#

Asana is recognised automatically by the Other (AI-assisted) importer, without using AI.

Export from Asana. Export the project from Asana as a CSV file.

Upload. In Projectous, open the importer, pick Other (AI-assisted) and upload the .csv file. The review step says "Recognized as Asana export".

What comes across: one project for each project named in the Projects column. Rows that belong to no project are skipped.

Check the client. Asana has no client field, so Projectous makes a guess from the assignees' email addresses. Look at the Client column in the review step and correct it.

What is left behind: the tasks themselves, sections, assignees, dates, comments and attachments. Only the projects come across from Asana.

How do I import from Trello?#

Trello is recognised automatically by the Other (AI-assisted) importer, without using AI.

Export from Trello. Export the board as a CSV file. The file needs the Card Name and Board Name columns. A Trello JSON export is not recognised this way and is read by AI instead.

Upload. Pick Other (AI-assisted) and upload the file. The review step says "Recognized as Trello export".

What comes across: one project for each board, from the Board Name column.

Check the client. Trello has no client field, so the client is taken from the card's Members, or from the board name. Correct it in the review step, and remove any row that repeats a board under a different client.

What is left behind: the cards, lists, labels, checklists, comments and attachments.

How do I import from Jira?#

Jira is recognised automatically by the Other (AI-assisted) importer, without using AI.

Export from Jira. Export your issues as a CSV file. The file needs the Issue key and Project key columns.

Upload. Pick Other (AI-assisted) and upload the .csv file. The review step says "Recognized as Jira export".

What comes across: one project for each Jira project, named from Project name, with the Project key as its acronym (up to six characters). Jira has no clients, so each project starts under a client with the same name as the project. Change the client in the review step.

What is left behind: the issues themselves, sprints, epics, assignees, comments and attachments.

How do I import from Linear?#

Linear is recognised automatically by the Other (AI-assisted) importer, without using AI.

Export from Linear. Export your issues as a CSV file. The file needs the Team and Project ID columns.

Upload. Pick Other (AI-assisted) and upload the .csv file. The review step says "Recognized as Linear export".

What comes across: one project for each Linear project, or for each team when issues have no project. The team becomes the client.

What is left behind: the issues themselves, cycles, labels, assignees and comments.

How do I import from any other tool?#

Pick Other (AI-assisted) and upload a .csv, .tsv, .xlsx or .json export from any tool, up to 10 MB: an export from any tool, or a spreadsheet you keep yourself, as long as it lists your projects.

How it works. Projectous first checks whether the file is one it already knows: an Asana, Trello, Linear or Jira export, or a file in the Projectous CSV format. Those are read directly. Anything else is sent to Anthropic's Claude, which works out which column holds the client, which holds the project, and which hold contact details, and turns the file into one row per project. The window tells you this before you upload: "We send your file to Anthropic's Claude to map it into Projectous projects."

The review step says how the file was read, for example "AI-mapped via Claude", with any notes from the AI. It also lists the columns that were left out because they are not part of a project, such as status, owner and dates.

What comes across: clients and projects, with the client's email, phone, representative, address, tax ID and website, the project's acronym and URL, and rates, when the file has them. The AI is told never to invent values, so a blank in your file stays blank.

What is left behind: tasks, comments, attachments and time entries. This importer makes projects only.

Things to know:

• From a spreadsheet with several sheets, only the first sheet is read. Upload each sheet separately.
• On a very large file, the AI reads a sample: the headings and lines from the start, middle and end of the file. Split a large file so every project is seen.
• If the AI step cannot run, the importer says so and suggests the tool's own importer or the Projectous CSV format below.
• Using the AI importer does not use up anything on your plan.

How do I import projects from a spreadsheet I prepare myself?#

When you want full control, prepare the data yourself in the Projectous CSV format and use From a CSV (Projectous format). This is also the importer to use when your clients already exist in Projectous, because it matches them by name.

The window is called Import Projects and has four steps: Upload, Map columns, Review, Done.

1. Upload#

Press Download template CSV (17 columns) to get projects-import-template.csv. It has the column headings and one example row; the example row is skipped automatically, but you can delete it. Fill in one row per project, save the file as CSV and choose it under Click to choose a CSV file. Press Next.

The file is read in your browser. Only .csv files are accepted.

The columns#

Column	What it holds
client	Required. The client's name. If it exactly matches a client you already have, the project goes under that client; otherwise a new client is created.
client_color	A colour for the client, as a hex code such as #9F60DE.
client_url	The client's website.
client_email	The client's email address.
client_phone	The client's phone number.
client_representative	The billing contact's name, shown on invoices.
client_address1	First line of the address, shown on invoices.
client_address2	Second line of the address.
client_city	City.
client_state	State, province or region.
client_zip	Zip or postcode.
client_rate	The client's default hourly rate. Creates a contract that applies to all the client's projects.
client_tax_id	Tax or VAT ID, shown on invoices.
project	The project's name. If blank, the project is named after the client.
project_acronym	A short code shown in task email subjects, the chat drawer and other compact lists.
project_url	A link for the project.
project_rate	The project's hourly rate. Overrides client_rate for this project, so you do not need both on one row.

Rates are plain numbers, zero or more, such as 95 or 120.50. Do not include a currency sign or a thousands separator: $100 and 1,000 are rejected in the review step.

There are no columns for tasks, dates or statuses. This format makes clients and projects; every project starts open.

2. Map columns#

Your columns do not have to use our headings. Projectous matches the obvious ones and marks them auto: Company, Customer, Account or Organization become client; Rate, Hourly rate or Price become project_rate; Email, Phone, Website, Address, City, State, Zip, VAT and Code go where you would expect. Point any column at a different field, or set it to don't import. Only client has to be mapped.

3. Review#

Every cell of every row can be edited, and a bin at the end of a row removes it. The summary line counts the rows, how many clients were matched and how many are new.

The Match column shows, for each row:

• a tick and a client's name, when it matches a client you already have
• • create new, when a new client will be made
• client required, when the client cell is empty

Matching is on the exact name, including capital letters: "Acme Ltd" does not match "ACME Ltd". Edit the client cell to match an existing client, or a new one will be created. When a row matches an existing client, its contact and address columns are ignored; the existing client is not changed.

Rows with problems are highlighted, and Confirm import waits until they are fixed.

4. Done#

Import complete shows how many projects, new clients, client contracts and project contracts were created. The project list updates on its own.

Two kinds of row are always skipped: a row whose client starts with #, so you can leave comments in the file, and a row whose client starts with the word "Example", which is how the template's sample row is recognised. A real client whose name begins with "Example" needs a different first word in the file; rename it after importing.

How do I invite my whole team at once?#

Settings, Import Projects, Invite team, then Open bulk invite. Admins only.

Each row is one person: Email (required), Name (optional) and Role, which is User unless you choose Admin or Guest. + Add row adds another person and the cross removes one. Press Invite N to send.

Each person gets an email with an invitation link that lasts seven days. Addresses that already belong to somebody in your company are skipped, so it is safe to include everyone. The results list each address as invited, already in company, invalid or failed. If the invitation was created but its email could not be sent, use Resend next to that person on the Users page.

Invitations are sent even if they take you past your plan's number of people; the limit applies when somebody accepts. See Inviting people for what each role can do.

How do I import time entries?#

Admins can bring in time from a spreadsheet, such as an export from another time tracker or a timesheet kept by hand. There is no direct connection to another tool; the file is the bridge. Open Invoiceable under Finances and press Import.

Upload the file#

Drop a file on the box or click to browse. A .csv, .xlsx, .xls or .tsv file is read, from its first sheet. The first row must be column headings, and there must be at least one row of entries under it.

Match the columns#

Each column in your file is matched to a timer field. Projectous guesses from the headings and marks its guesses auto; you can change any of them, or set a column you do not need to "don't import". A few values from each column are shown so you can see what you are matching.

Field	Headings it recognises	How it is read
User / Employee	name, user, employee, worker, team member, staff, person, assignee	Matched to a person in your company
Date	date, day, work date, entry date	Most common formats, such as 2026-03-31, 03/31/2026, 31 Mar 2026 or March 31, 2026, and Excel date numbers
Project	project, project name	Matched to one of your projects by name or acronym
Task	task, activity, work item	Matched to a task in the matched project
Notes	notes, description, details, comment, memo	Copied as the timer's notes
Hours / Duration	hours, duration, time, hrs, time spent, worked	A decimal such as 1.5, or hours and minutes such as 1:30
Start Time and End Time	start, clock in, end, clock out	Used for the duration when there is no hours column; a shift past midnight counts correctly
Client Rate	client rate, bill rate, invoice rate	The client rate per hour
User Rate	user rate, pay rate, cost rate, rate, hourly rate	The pay rate per hour
Client Amount	client amount, bill amount, invoice amount, billed	Turned into a client rate: amount divided by hours
User Amount	user amount, pay amount, amount, total, cost, earnings	Turned into a pay rate: amount divided by hours

A Date column is required, and so is Hours or a start and end time. Two columns cannot be matched to the same field. A rate in the file wins over an amount when both are there.

Check people, projects and tasks#

Names are matched loosely: an exact name, a name that contains the other, or the same first name all count, and projects also match on their acronym. Each distinct name in the file is listed once with a dropdown, so fixing "Sam" fixes every row that says Sam. Matches are coloured by how sure the match is, and every row can also be changed on its own, including its task.

A row is imported only when it has a valid date, a matched person and more than zero hours. Rows missing any of those are flagged ("Invalid date", "No user", "No hours") and skipped. A row with no project is imported without one, and a row with no task is imported on its project alone.

Run the import#

At most 500 entries can be imported at a time, so split a larger file. When it finishes you see how many timers were imported and, for any row that failed, its row number and why.

What imported time entries look like#

• Each one is a stopped timer for the matched person, on the date in the file, at the start time if there was one and 9:00 otherwise.
• Every imported entry is billable, and its billed time is the same as the time worked.
• Rates from the file are stored on the timers. Without them, the usual automatic rates apply.
• They are not reviewed, invoiced or paid, so nothing about them is locked. They appear in Review Timers, Payable, Invoiceable and the Daily Report like any other time, and go through the same review before they can be paid.
• They are not linked to a contract. Use Move to contract on Review Timers to link them; moving them replaces a client rate from the file with the contract's rate.
• Nothing checks for duplicates. Importing the same file twice creates every entry twice, so delete the second set or import only new rows.

How do I import from QuickBooks?#

QuickBooks Online can be imported into Projectous: customers become clients, and their invoices, payments and expenses come with them. Every part has a preview, and nothing already imported is imported twice. Admins only, on the Everything plan. For sending Projectous invoices to QuickBooks, see QuickBooks.

Connect QuickBooks#

Go to Settings, Money, and find QuickBooks Integration. Press Connect QuickBooks and sign in to Intuit in the window that opens. When it says Connected to QuickBooks!, the panel shows the connection and when it was made, with Reconnect and Disconnect. New companies also see a Connect QuickBooks card in the setup checklist, which opens the same panel.

Once connected, the panel offers two ways in:

• Sync from QuickBooks, with Sync now, which imports everything new in one go without a preview
• Or review before importing, with Import customers, Import invoices, Import payments and Import expenses, each with its own preview

Run customers, then invoices, then payments, in that order, because each needs the one before it. Expenses do not depend on anything and can be imported at any time.

Import customers#

Import customers shows every active customer in QuickBooks that is not already in Projectous. Customers already linked to a Projectous client are skipped and counted at the top.

Each row has the customer's name, email and phone, which you can edit, and an action:

• Create new client, the default
• Link to existing, offered when a client with the same name already exists in Projectous (ignoring capital letters). This is the default for those rows, and it links the existing client to QuickBooks instead of making a second one
• Skip

Press Import N rows. A new client gets the customer's name, email, phone, billing address, notes and website, and you are set as its owner. If any row fails, nothing is saved.

Import invoices#

Import invoices lists every QuickBooks invoice not yet imported, with its number, date, customer, total and status. An invoice whose customer has not been imported yet shows "(not imported)" and is skipped; run the customer import first.

Each imported invoice keeps its QuickBooks number, date, due date and total, with one line for each line on the QuickBooks invoice. An invoice with nothing left to pay in QuickBooks is imported as Paid; any other is imported as Sent. Choose Include or Skip on each row, then press Import N invoices.

Import payments#

Import payments lists every QuickBooks payment not yet imported, with its date, invoice, amount, type and reference. Each becomes a payment on the matching imported invoice, with its amount, date, reference and type (check, cash, credit card, ACH or other). A payment that covers several invoices becomes one payment on each.

A payment for an invoice that has not been imported yet is skipped; run the invoice import first. A payment that is not tied to any invoice, such as a customer credit, is not imported.

When the imported payments on an invoice that was imported as Sent add up to its total, the invoice becomes Paid, so it stops reading as overdue.

Import expenses#

Import expenses is the only QuickBooks import with a date range. Choose a Transaction date range, or one of This year (the default), Last year, Last 30 days, Last 90 days or All.

QB entity chooses what to read:

• Purchase, the default: direct card and bank charges
• BillPayment: payments made against supplier bills. The bills themselves are not imported

Each imported expense is marked paid and not invoiced, dated on the QuickBooks transaction date, with the vendor, the QuickBooks category, and a description built from the vendor, memo and reference. Project, client and task are left blank, so assign each expense afterwards on the Expenses page, unless you have a saved rule for that vendor, which fills them in. Expenses are imported in batches of 100, so if one batch fails, the ones before it are kept.

The Expenses page has its own Import from QuickBooks button, which opens the same window, and Refresh from QuickBooks, which fills in the vendor and category on expenses you have already imported without changing anything you set yourself.

Find missing transaction helps when an expense you expect is not in the list.

Sync now, and keeping up to date#

Sync now runs customers, invoices, payments and expenses in that order, without a preview. A customer whose name matches an existing client is linked to it rather than duplicated. It reads every QuickBooks purchase, however many there are. When it finishes, Last sync result shows what each part created, linked or skipped.

Nothing runs on a schedule. New QuickBooks records come into Projectous when an admin presses Sync now or runs one of the imports again. The exception is a payment against an invoice Projectous already has: QuickBooks tells Projectous about it, and it appears on the invoice by itself. Sync now knows it is there and does not bring it in twice. Every import remembers what it has already brought in, by its QuickBooks record, so running it again only offers what is new. A row you chose to skip is offered again next time, and Sync now will import it.

Deleting something in Projectous is remembered too. A client, invoice or expense that came from QuickBooks and that you deleted afterwards is never brought back by Sync now or by running an import again. To bring one back, add it again by hand.

Sync account balances is a separate button that reads your QuickBooks accounts and their balances for the Finances page. It does not create clients, invoices or expenses.

Disconnecting#

Disconnect asks you to confirm. Everything already imported stays in Projectous and keeps its link to QuickBooks; new imports need you to connect again.

How do I import passwords into the vault?#

Open the Vault and press Import, next to Add item. The window is called Import passwords. Your vault has to be unlocked first.

Which file. Choose a .csv or .1pux export:

• 1Password: export as .1pux. It keeps one-time codes, item types and which vault each item came from.
• Bitwarden, LastPass, Dashlane, Chrome, Safari and Firefox all export CSV, and their column names are recognised.
• Any other CSV works too: map its columns yourself.

The file is read and encrypted in your browser and is never uploaded. Only the encrypted items are sent to Projectous.

From a CSV, a column mapper is always shown, with the fields Name, Username, Password, URL, One-time code secret and Notes. Columns you do not map are discarded. A row needs at least a name, a username or a password.

From a .1pux file, each 1Password vault in the export gets a destination: Don't import, Only me, or one of your projects. Items in 1Password's trash are skipped. Custom fields are added to the item's notes under their section headings. Attachments are not imported, because the vault stores credentials, not files.

Where each one goes. Every item then gets a destination of its own. Projectous guesses a project from the item's web address and name, matched against your projects and clients; when two projects fit equally, it does not guess. Anything not recognised goes to the fallback you choose, Only me or a project. Each row can be changed to Skip, Only me, a project already in use, or Another project. The count shows how many items are placed.

Press Import N. An item with the same web address and username as one already in its destination vault is skipped, so importing the same file twice does not double your passwords.

Importing into a project's vault needs that project's vault key. If nobody has opened the project's vault yet, the importer opens it for you. For how sharing and keys work, see The vault.

What happens if I import the same file twice?#

It depends on the importer.

Importer	Running it again
Another project tool, and Other	Creates the projects and tasks again. Clients are matched by name, so they are not made twice.
Projectous CSV	Matches existing clients by exact name, and creates the projects again. A row with a rate creates another rate contract.
Bulk invite	Skips people already in your company.
Time entries	Creates every entry again.
QuickBooks	Skips anything already imported, and offers only what is new.
Passwords	Skips items with the same web address and username already in that vault.

To add to what you imported, export only the new projects from the other tool, or delete the rows you have already imported from the file before uploading it.

How do I undo an import?#

There is no undo button, and imports are not grouped, so cleaning up means removing what was created.

• A project. Open it, edit the project, and use Delete project. Only an admin of the company that owns the project can delete it. A project cannot be deleted once it has invoiced or reviewed time, or passwords in its vault; set its status to Closed instead, which takes it out of your open work and loses nothing.
• A client. Set the client's Status to Archived in Edit Client. See Linked companies for what that changes.
• Tasks. Delete them from the project, or delete the whole project.
• Time entries. See How do I delete a timer?
• Passwords. Delete the items from the vault.

Because projects are deleted one at a time, it is worth getting the review step right. Remove rows you do not want before pressing Import, rather than afterwards.

What are the limits?#

• Other (AI-assisted): files up to 10 MB. From a spreadsheet, only the first sheet.
• All tool imports: the server's upload limit, which the importer names if your file is over it.
• Mapping step: files over 5,000 rows show only the columns Projectous recognised.
• Time entries: 500 at a time.
• QuickBooks expenses: imported in batches of 100. There is no limit on the total.
• Passwords: no fixed limit.

Common questions#

Which tools can I import from?#

ClickUp, monday.com and Notion have their own importers. Asana, Trello, Jira and Linear exports are recognised automatically by Other (AI-assisted), which also reads any other export using AI. QuickBooks Online connects directly. Passwords come from 1Password, Bitwarden, LastPass, Dashlane, Chrome, Safari, Firefox or any CSV.

Do my tasks come across?#

From ClickUp and monday.com, yes. From a Notion tasks database, yes, into projects you already have. From Asana, Trello, Jira, Linear and other tools, the importer makes projects only.

Can I import tasks into a project I already have?#

No. Tasks come across only with the projects created in the same import.

Can I import a Notion tasks database?#

Yes. Import the projects database first, then the tasks database: each task goes into the project with the same name. See How do I import from Notion?.

Why is my client named after a person?#

Some tools have no client field, so the importer uses the closest thing it can find: a person or owner column on monday.com, the card's members on Trello, the assignees' email addresses on Asana. Change the client in the review step before importing.

Why are my tasks not assigned to anyone?#

A task is assigned only when the file has the person's email address and that address belongs to somebody in your company. monday.com and Notion export names rather than email addresses, so their tasks arrive unassigned. Invite your team before importing.

Are comments, attachments, subtasks or tags imported?#

No, from any project tool.

Can I import tracked time from Harvest, Toggl or Clockify?#

There is no direct importer for any time tracker. Export your time as a spreadsheet and use the time entry import on Invoiceable, matching your columns to the timer fields.

Can I import leads or contacts into the CRM?#

No. There is no lead or contact import.

Can I import clients without projects?#

From QuickBooks, yes: Import customers creates clients only. The other importers create a project for each row; a row in the Projectous CSV with no project gets a project named after the client.

Is my file sent to an AI?#

Only with Other (AI-assisted), and only when the file is not a format Projectous already recognises. Asana, Trello, Linear, Jira and Projectous CSV files are read without AI. ClickUp, monday.com and Notion files, the CSV importer, time imports, QuickBooks and passwords never use AI. Password files never leave your browser at all.

Will my team be notified about the imported projects?#

No. Nobody is emailed or notified, except the people you choose to invite.

Does QuickBooks sync by itself?#

No. Press Sync now, or run an import, whenever you want new QuickBooks records in Projectous.

Do I need to keep my old tool once I have imported?#

That is up to you, but keep the export files until you have checked everything, because Projectous does not keep them.

The importer said it could not read my file. Check that you chose the right tool and the right kind of file for it: .csv for ClickUp and Notion, .xlsx or .xls for monday.com. If the tool is not listed, use Other (AI-assisted), or rearrange the data into the Projectous CSV template.