Adding clients to TaxCalc with ease with help from Zapier

We’ve had lots of requests recently about getting client data into TaxCalc automatically. TaxCalc doesn’t have any direct integrations that facilitate this, such as Zapier or Integromat.

However it does have a CSV Import for adding new clients (not updating). This is handy because it means that all you have to do is get data from your current systems into a spreadsheet format.

The documentation for the CSV import is here.

Here’s some options to do that, making use of Zapier automation so that copy and pasting is a thing of the past, speeding up your onboarding! If you get stuck, get in touch. We can help you to set this up in less than an hour.

Here’s an example using a form such as Cognito Forms

1. Data is inputted into a form

2. Form submission triggers a Zap to run

3. Data from the form is added as a new Google Sheet / Excel row in the exact format required for upload to TaxCalc

4. Export data and import to TaxCalc

A free Zapier account would be suitable here.

Here’s an example using Practice Ignition or GoProposal

1. Proposal is accepted and triggers triggers a Zap to run

2. Data from the proposal is added as a new Google Sheet / Excel row in the exact format required for upload to TaxCalc. This won’t give you all the data you need. To complete the sheet you could then use forms to update the missing data.

3. Export data and import to TaxCalc

A free Zapier account would be suitable here.

Here’s an example using Pixie

1. Add a new client type to Pixie called ‘Export to TaxCalc’

2. Integrate proposal software / forms to Pixie via Zapier  to build up the data for TaxCalc

3. Switch the client type in Pixie to ‘Export to TaxCalc’ when ready. Switching back immediately is fine, and if you find something is missing and you want to do it again, just switch back again.

4. This will trigger the ‘Client Created/Updated in Pixie’  Zap to run

5. Use a Zapier filter to only continue if the client type is ‘Export to TaxCalc’

6. Data from the Zap is added as a new Google Sheet / Excel row in the exact format required for upload to TaxCalc

7. Export data and import to TaxCalc

A starter Zapier account would be required here.

Here’s an example using Senta

1. Add a new client type to Senta called ‘Export to TaxCalc’

2. Integrate proposal software / forms to Pixie via Zapier to build up the data for TaxCalc

3. Switch the client type in Senta to ‘Export to TaxCalc’ when ready. Switching back immediately is fine, and if you find something is missing and you want to do it again, just switch back again.

4. This will trigger the ‘Client Updated in Senta’ Zap to run

5. Use a Zapier filter to only continue if the client type is ‘Export to TaxCalc’

6. Data from the Zap is added as a new Google Sheet / Excel row in the exact format required for upload to TaxCalc

7. Export data and import to TaxCalc

A starter Zapier account would be required here.

Not all of the import fields you would need for TaxCalc are available through AccountancyManager (such as tax references), however basic contact information could be added to the spreadsheet whenever a new client is added. To make this work:

1. Setup a custom service in AM called ‘Send to TaxCalc. This will trigger the ‘Client Updated’ Zap to run when enabled.
   

2. When you are ready to push data to the spreadsheet for import, enable to service ‘Send to TaxCalc’.

3. This will cause the ‘Client Updated’ trigger to run.

4. A filter step is then needed as follows:

5. The next step is to create the spreadsheet row on the TaxCalc import spreadsheet (via either Google Sheets or Excel). You will need to map the fields from the trigger step onto the relevant spreadsheet fields.

6. Finally disable the ‘Send to TaxCalc’ service so that it doesn’t continue to trigger a new spreadsheet row for every future client update.

Here is an template for this Zap using Google Sheets.

Checkout our AccountancyManager Zapier article to discover other use cases for their Zapier integration.

If you’re using Karbon or Onkho the contact data you can extract via Zapier is limited to name, email, phone, address and a few other irrelevant (for this activity) fields. Therefore it is best using forms/proposal software for this activity.