User roles Admin✗ Accountant

Accounton allows you to import your existing customers along with their basic information. This ensures that all known data is already available on the platform and can be automatically pre-filled in the customer questionnaires.
In this article, we’ll guide you through the steps to import customer data using an Excel file.

Table of contents

Good to know

There are two ways to import customers in bulk:

Getting Started with Excel Import

  1. Go to the Personal Income Tax module and click on Customers.
  2. In the (possibly empty) overview, click on Import customers or data in the top right corner, choose Excel file and click Next. 
  3. You will now enter the environment where you can upload the Excel file.

The Excel Template

  1. Download the template document:  Click on 'Download template' to download the document and ensure you save it locally on your computer before working on it.
  2. Fill in the data in the corresponding columns:
    • Name, email and language columns are mandatory. Please ensure they are not left empty.
    • If you do not have other information available or do not wish to fill it in, please leave those cells empty.
    • supported file type is .xlsx
Important! Ensure each row pertains to one declaration. For joint declarations, fill in the contact person in columns B-F and partner information in column O. Do not add the partner on a separate row, as that would be considered a separate file (instead of a joint declaration).

Additional Information about the different columns: 

  • Person: Keep this as 'person.'
  • First name: First name of the customer (mandatory)
  • Last name : Last name of the customer (mandatory)
  • Email: Email address to which the questionnaire should be sent (mandatory)
  • Mobile Number: : This is the customer's personal phone number. It should be in the format: +324xxxxxxxx (a + with the country code followed by the number, without spaces).
  • National register number: This is the customer's registration number. Please enter only the number, without punctuation (.) or hyphens (-).
  • Street, House Number, Bus, Postcode, City, Country: This is the address where the customer resides.
  • Additional PIT: Please leave this column empty.
  • Labels: You can add labels specific to your office here. Labels allow for easy filtering of files. Want to add multiple labels to one customer? That's possible! Place them in one column, separated by a comma (without spaces after the commas, e.g., office Ghent, file manager X).
  • Partner name: Name and Surname of the partner. 
  • Spouse national register number:: This is the partner's registration number. Again, only enter the numbers, without punctuation.
  • Language (mandatory): The customer's language. Possible options are 'dutch' (Dutch), 'english' (English), and 'french' (French) - please list them in English. 
  • Customer Code: If you want to link a specific code to a file.
  • CBE Number: Only relevant for sole proprietorships.
  • CBE Number of painter: Only relevant for sole proprietorships.
  • Deadline PIT: Here you can fill in the deadline for the PB Declaration. Note: It's recommended to leave this empty as our system will automatically fill it in once it is known from MyMinfin/Tax-on-Web.
  • Main responsible: This is the person responsible for this customer within your accounting office. Please enter the email address of the respective colleague here.

Once this information is supplemented with your customer data, save the file. 

Uploading the Excel File

  1. Click on 'Upload a file' and browse for the file on your computer.
  2. You will then see an overview of all imported customers and their status. 

Overview of Customers After Import

  • Customers only in import: In this section, you see the customers present in the import. These are new customers to be added to our platform. By selecting or deselecting customers, you can choose to import some or all of the customers.
  • Customers only in Accounton: Here you see the customers currently in Accounton. 
  • Double customers: This section shows customers present in both excel template and Accounton.  For double clients, you may choose to overwrite them with import data. Select the fields you wish to overwrite. Non-overwritten fields will be greyed out and overwritten fields will be highlighted.
  • Invalid customers: Accounton also validates the uploaded data. In 'Invalid customers', you will find the customers that cannot be uploaded due to, for example, an invalid email address or registration number. Hover over a customer to see why they are invalid.

Common errors

Enter Valid Registration Number: This means the registration number is incorrect. Make sure to avoid punctuation in this column in the Excel file.

Mobile number is invalid or enter mobile number with country code: Make sure the phone number contains the country code (+32), followed by the remaining digits, without spaces.

Linking the Correct Questionnaire

  • Before clicking on 'Add the selected customers to Accounton', it is important to first link the correct questionnaire to the new customers. 
  • This is done under 'Customers only in import'
  • in the dropdown select the correct Questionnaire. English: Checklist Personal Tax Income(Silverfin). Dutch: Vragenlijst Personenbelasting (Silverfin). French: Déclaration d'impôt sur le revenu des personnes physiques (Silverfin).
  •  Once it's done, click on 'Add the selected customers to Accounton'. The new customers will now be uploaded and immediately have the correct questionnaire added to their dossier. 

Note! The customers are now added to your account with the correct questionnaire, but the questionnaires still need to be sent out. After a final check, you can send the emails with the questionnaires.