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Import clients and matters via CSV

Upload a client and matter list in bulk from a CSV file. Once imported, those clients and matters become available to assign to time entries.

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The short version

About 10 minutes

  • Use a .csv file, not .xlsx.
  • Your CSV must follow the exact column order below.
  • Upload at app.caseclock.ai/upload-csv, or from the mobile app, which opens that same uploader.
  • Jurisdiction and Law Practice Area take full names only — British Columbia, not BC.

Haven’t created an export yet? Start with exporting clients and matters from your current system.

Why CaseClock asks for this file

CaseClock uses your client and matter list to support consistent, structured time entry assignment. It is designed to fit alongside your existing systems and workflows, with a review-first control loop so lawyers confirm entries before anything is finalized.

Before you start

These are the checks that avoid the most common upload failures.

  • Save as CSV (.csv), not .xlsx, .numbers or .xls.
  • Use comma-separated values.
  • Use UTF-8 encoding if your tool prompts you.
  • Do not insert extra columns in the middle, or reorder the columns.
  • Strip hidden whitespace from the start and end of IDs.
  • Avoid smart quotes and special punctuation pasted from other documents.
  • If you use Excel, double-check that IDs did not get auto-formatted, and re-export as CSV after any change.

The CSV format

Seven columns, in this exact order. A header row is recommended but optional — CaseClock relies on the column order either way.

#ColumnExampleRequiredNotes
1Client IDC-1001YesLetters, digits, hyphens, underscores and dots. No spaces.
2Client NameRockland Digital Corp.YesText.
3Matter IDM-2001YesSame rules as Client ID. No spaces.
4Matter NameServices AgreementYesText.
5JurisdictionBritish ColumbiaOptionalMust be a full name from the list below. Case-insensitive. Abbreviations are not accepted.
6Law Practice AreaCommercial LitigationOptionalMust be a full name from the list below. Case-insensitive.
7Hourly Rate300OptionalNumbers only. No currency symbols.

ID rules

Client ID and Matter ID accept letters, digits, and the characters - _ . — no spaces and no symbols such as # or @. So C-1001, client_01 and matter.01 are fine; C 1001 and client#01 are not.

Accepted values for Jurisdiction and Law Practice Area

Both fields are optional, but if you supply a value it has to be one of the names below, spelled out in full. Matching ignores capitalisation, so ontario works. It does not accept abbreviations, so ON does not.

The accepted lists differ by region. If an upload is rejected, the error message names the values your workspace accepts.

Showing the values accepted for workspaces in the United States.

Jurisdictions — United States (56)
  • Alabama
  • Alaska
  • Arizona
  • Arkansas
  • California
  • Colorado
  • Connecticut
  • Delaware
  • District of Columbia
  • Florida
  • Georgia
  • Hawaii
  • Idaho
  • Illinois
  • Indiana
  • Iowa
  • Kansas
  • Kentucky
  • Louisiana
  • Maine
  • Maryland
  • Massachusetts
  • Michigan
  • Minnesota
  • Mississippi
  • Missouri
  • Montana
  • Nebraska
  • Nevada
  • New Hampshire
  • New Jersey
  • New Mexico
  • New York
  • North Carolina
  • North Dakota
  • Ohio
  • Oklahoma
  • Oregon
  • Pennsylvania
  • Rhode Island
  • South Carolina
  • South Dakota
  • Tennessee
  • Texas
  • Utah
  • Vermont
  • Virginia
  • Washington
  • West Virginia
  • Wisconsin
  • Wyoming
  • American Samoa
  • Guam
  • Northern Mariana Islands
  • Puerto Rico
  • U.S. Virgin Islands
Law practice areas — United States (53)
  • Administrative Law
  • Alternative Dispute Resolution
  • Antitrust and Competition Law
  • Appellate Law
  • Aviation Law
  • Banking and Finance Law
  • Bankruptcy Law
  • Business Law
  • Civil Litigation
  • Class Actions
  • Commercial Litigation
  • Construction Law
  • Consumer Protection Law
  • Corporate Law
  • Criminal Defense
  • DUI/DWI Defense
  • Education Law
  • Elder Law
  • Employment Law
  • Employee Benefits (ERISA)
  • Energy and Natural Resources Law
  • Entertainment and Media Law
  • Environmental Law
  • Family Law
  • Government Contracts
  • Health Care Law
  • Immigration Law
  • Insurance Coverage
  • Insurance Defense
  • Intellectual Property Law
  • International Law
  • International Trade Law
  • Land Use and Zoning Law
  • Landlord-Tenant Law
  • Medical Malpractice
  • Mergers and Acquisitions
  • Military and Veterans Law
  • Native American Law
  • Nonprofit and Charities Law
  • Personal Injury
  • Privacy and Data Security Law
  • Product Liability
  • Real Estate Law
  • Securities Law
  • Social Security Disability
  • Sports Law
  • Tax Law
  • Technology Law
  • Transportation Law
  • Trusts and Estates
  • Workers' Compensation
  • Wrongful Death
  • Other

Example files

With a header row (recommended)

Client ID,Client Name,Matter ID,Matter Name,Jurisdiction,Law Practice Area,Hourly Rate
C-1001,Rockland Digital Corp.,M-2001,Services Agreement,British Columbia,Corporate and Commercial Law,300
C-1002,Northshore Foods Inc.,M-2002,Supply Contract,Ontario,Commercial Litigation,350

Without a header row

C-1001,Rockland Digital Corp.,M-2001,Services Agreement,British Columbia,Corporate and Commercial Law,300
C-1002,Northshore Foods Inc.,M-2002,Supply Contract,Ontario,Commercial Litigation,350

Uploading your CSV

There is one uploader, on the web. From a computer you go to it directly; from the mobile app, the Clients and Matters import option opens the same uploader in a secure web view.

  1. 1

    Open app.caseclock.ai/upload-csv in any browser, or tap the import option in the mobile app.

  2. 2

    Sign in if prompted.

  3. 3

    Choose Upload CSV and select your file — from Files, iCloud, Google Drive or local storage.

  4. 4

    Confirm the upload. CaseClock shows a confirmation and highlights any rows that need correcting.

After the upload

Each client and matter pair from the file becomes available in CaseClock. When you create or edit a time entry you can select an imported client, then a matter belonging to that client. If you included an Hourly Rate, CaseClock can use it when you log time, depending on your configuration.

Changing something later

Update the row in your CSV and upload the file again. CaseClock matches on the Client ID and Matter ID you supplied, so re-uploading updates the existing records rather than creating duplicates. If you need imported clients or matters removed entirely, email support@caseclock.ai.

Troubleshooting

“My file will not upload”

Likely cause. Wrong file type.

Fix. Ensure it is a .csv file, not .xlsx, .numbers or .xls.

“The import says required columns are missing”

Likely cause. Column order does not match exactly, or a required column is blank.

Fix. Confirm the CSV matches the exact seven-column order above, and that the first four fields are filled on every row.

“Client ID or Matter ID is invalid”

Likely cause. Spaces or unsupported characters in the ID.

Fix. Remove spaces. Use only letters, digits, hyphens, underscores and dots.

“Jurisdiction is rejected”

Likely cause. The value is not one of the accepted full names — most often an abbreviation such as BC or NY.

Fix. Use the full name exactly as it appears in the list above. Case does not matter; abbreviations are not accepted.

“Law Practice Area is rejected”

Likely cause. The value is not in the accepted list for your region.

Fix. Choose a name from the list above. Case does not matter. If nothing fits, leave the field blank — it is optional.

“My data looks shifted into the wrong columns”

Likely cause. Extra commas inside fields, or the wrong delimiter.

Fix. Ensure the file is comma-separated, and wrap any field containing a comma in quotes. Re-export as CSV.

“I updated the CSV but the changes are not reflected”

Likely cause. An older file was uploaded, or the edits were not re-exported.

Fix. Confirm the latest CSV was the one uploaded, and re-export as CSV after editing.

Frequently asked questions

Do I need both Client ID and Matter ID?
Yes. Both are required so CaseClock can reliably distinguish clients and matters and keep assignments consistent.
Can one client have multiple matters?
Yes. Add one row per client and matter combination.
Do I need a header row?
No, but it is recommended. CaseClock relies on the exact column order either way.
Can I use an abbreviation like BC or NY for Jurisdiction?
No. The importer matches the full name — "British Columbia", not "BC" — and it does so case-insensitively, so "british columbia" is fine but "BC" is rejected.
How do I change a client or matter after importing?
Update the row in your CSV and upload the file again. CaseClock matches on the Client ID and Matter ID you supplied, so re-uploading updates the existing records rather than creating duplicates.
What file format should I upload?
A .csv file. Spreadsheet formats such as .xlsx, .xls and .numbers are not accepted.

Related guides

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