Import and export your data

What you can import

Projects, proposals, contracts and invoices cannot be imported. Import clients before deals, because a deal’s client email has to match a client that already exists.

• Clients — email is the only required column. Name (or first and last name), company, phone, website, address and notes can also be matched.
• Deals — title is the only required column. Stage, value, client email, date and notes can also be matched.

How to import

Deal dates must be year-month-day, such as 2026-09-04; formats like 04/09/2026 are rejected. A blank stage means Prospect and a blank value means 0.

1. Export a CSV from your spreadsheet or old tool, saved as CSV UTF-8. The limits are 4 MB and 1,000 rows — split larger files.
2. Go to Clients › Import CSV, Pipeline › Import CSV or Account › Import Data, choose what to import and drop the file in.
3. Match your columns. Kwill guesses, so check each field, choose "Don’t import" for anything you do not want, and review the preview of the first 5 rows. Click Check file.
4. Review how many rows are ready, skipped and unimportable, with a reason for each. Nothing has been imported yet at this point.
5. Click Import to finish. You will see how many were imported, skipped and failed, with links to the problem rows.

Duplicates and limits

• Clients: a row whose email already exists — even on an archived client — is skipped, and the existing client is left unchanged.
• Deals: there is no duplicate check, so importing the same file twice adds the deals twice.
• If a clients file would take you over your plan’s client limit, nothing is imported at all.
• Imported clients are not sent a portal invite.

What you can export

The account data file does not include contracts, files, deals or forms — download signed contract PDFs separately. There is no separate export for projects, deals or time entries.

• Clients carrying a chosen tag, or archived clients — Clients › pick a tag › Export CSV.
• Up to 500 selected clients — Clients › table view › tick rows › Export CSV.
• The audit log (Studio and above) — Audit Log › Export CSV, covering the events currently filtered.
• Your account data (owner only) — Account › Your data › Download data (JSON): account, clients, projects, proposals, invoices and messages.

Frequently asked questions

Can I import my clients into Kwill from another tool?

Yes, from a CSV file. Go to Clients › Import CSV or Account › Import Data, upload a CSV UTF-8 file of up to 4 MB and 1,000 rows, and match your columns. Email is the only required column. Projects, proposals, contracts and invoices cannot be imported.

Will importing create duplicate clients?

No. A row whose email already exists — even on an archived client — is skipped and the existing client is left unchanged. Deal imports are different: they have no duplicate check, so importing the same deals file twice adds the deals twice.

Do imported clients get a portal invite?

No. Clients brought in through an import are not sent an invite email. Send them your portal address when you are ready for them to log in.

Can I export my data out of Kwill?

Yes. Owners and admins can export clients to CSV by tag or by selection (up to 500), and the audit log to CSV on Studio and above. The workspace owner can download a JSON file of the account, clients, projects, proposals, invoices and messages under Account › Your data. Contracts, files, deals and forms are not in that file.

What happens if my import file is too big?

The limits are 4 MB and 1,000 rows per file. Split a larger file and import each part. If a clients file would take you over your plan’s client limit, nothing is imported — upgrade or trim the file and try again.