Preparing your source data for the triConvey Data Import tool : triSearch

Learn how to organise data exported from your other software to maximise its compatibility with the triConvey Data Import tool.

Best practice for preparing all data
Preparing Staff data
Preparing Contact data
- Associating Person and Company contacts
- 'Person details not valid' error message
Preparing Matter data
Preparing Opening Balance data
Preparing Activity Type Data
Preparing Unbilled Time & Fee data
Preparing Unbilled Disbursement data
Preparing Invoice data
Preparing Memo data
Preparing Task data
Preparing Calendar Event data
Preparing Safe Custody data
- Safe Custody Packets - Available mappings
- Safe Custody Documents - Available mappings

Best practice for preparing all data

To ensure your data upload runs as smoothly as possible, follow these recommendations before uploading your files to the data import tool.

Remove all duplicates in your source file. The Data Import tool DOES NOT identify duplicate entries.
Check the data in the source file has been entered correctly. If your data was wrongly entered in the previous legal software, it will appear in triConvey in that format.
Some columns are required when mapping during the file upload process. You can view these columns by selecting Upload and checking the left-hand panel for required columns. Ensure your input file includes columns that can be mapped to these required items. Input column names do not need to match those listed in the left-hand panel.

If your source file does not contain a column that can be mapped to a "Required" triConvey import column, open your source data file (in Excel or similar), add a column that can be used to map to the "Required" triConvey column (the column name does not need to match the triConvey column name), then re-upload it to the import tool.

Alternatively, you can download a sample Excel template on the bottom-left corner of the Upload window and copy/paste your source data into the relevant columns in that template.

Only one source file can be uploaded per data type - e.g. if you have two source files for Contacts, you must merge them into one file before uploading.
Columns are mapped on a one-to-one basis - e.g. if you have two columns for Matter ID in your source file, you can only map one of them to triConvey's Matter ID destination column.
Note: The order of columns and name of column headers in the source file does not affect the import.

Preparing Staff data

This is relevant if you wish to add new or additional staff members that do not already exist in triConvey.

Staff - Available Fields

Column Name	Required/Optional	Notes
Staff ID	Required	This is a unique identifier used for a Staff Member. This ID will not be visible in triConvey and is an internal identifier only.
Title	Optional
First Name	Required
Middle Name	Optional
Last Name	Required
Initials	Optional
Email Address	Required	Must be unique
Current Staff	Required	Is the staff member current (yes/no)

Preparing Contact data

Ensure you have checked the following in your source data file before uploading it to triConvey:

As columns are mapped on a one-to-one basis, if your source data contains multiple columns for the same data, for example, a person address, phone number or email, and also company address, phone number or email, merge them into one column/set of columns. There is only one set of triConvey destination mapping columns for each, regardless of whether the record is a person or company contact. See the following sections for more information on formatting person vs. company (Firm/Business/Organisation) contacts.
- E.g. Merge the data from "Home Address Country" and "Business Address Country" into a single column "Country" or merge data from the "Personal Email" and "Business Email" into a single column "Email".
You can have multiple email addresses per contact. However, you must keep them in the same cell and separate them by a semicolon ( ; ).
Names - Depending on the format of the source names, the import tool allows contact names to be uploaded in several formats, Full Name OR First Name, Middle Name, Last Name. If contact names are provided in the "Full Name" format, the import tool will automatically split them into the relevant name components during the upload process (including if they are company/organisation names).
- Note: Full Name splitting may not be completely accurate in all cases, and you will have the opportunity to review and correct any issues during the final stage of the upload process. Any full names automatically split out by the import tool will also have the original input name copied to the "notes" field for historical reference.
Contact Types - There are two types of contacts you can import to triConvey - "Person" and "Company" (Firm/Business/Organisation). If your source data does not contain this information or you have no column to map to the triConvey "Type" field, the import tool will automatically detect and populate this information.
Addresses - Depending on the format of the source addresses, the import tool provides the flexibility for addresses to be uploaded in multiple formats:

Full address (including Suburb, State, Postcode, and Country)	Fields for Street Address: Full Address Fields for PO box Address: Full PO Box Address
Simple street address (followed by Suburb, State, Postcode, and Country in separate fields)	Fields for Street Address: Street Address Line 1 Street Address Line 2 Suburb State Postcode Country Fields for PO box Address: PO Box PO Box Suburb PO Box State PO Box Postcode
Detailed street address (followed by Suburb, State, Postcode, and Country in separate fields)	Fields for Street Address: Care Of Building/Level Unit Type Unit Number Street Number Street Name Street Type Suburb State Postcode Country Fields for PO box Address: PO Box Care Of PO Box Type PO Box Number PO Box Suburb PO Box State PO Box Postcode
Address Mapping Options:	Option 1: If you map your source address data to the Full address fields, the import process will automatically split the data into the relevant detailed sections, including the Suburb, State, Postcode, and Country, so it is imported to triConvey correctly. This is a great option if your input address data has multiple address parts (e.g. street/suburb/state/post code/country) all combined on one line/in the same cell.
	Option 2: If you map your source address data to the simple address fields, the import process will automatically split the data into the relevant detailed sections so it is imported to triConvey correctly. This is a great option if your input address data has the street address on one line/in the same cell, and the suburb/state/post code/country in separate fields.
	Option 3: If you map your source address data to the detailed address fields, no further processing/manipulation of the address data will be performed. This is a great option if your input address data already has the street address components broken down into individual fields (e.g., street number, street name, street type, etc), as well as the suburb/state/post code/country.
	Option 4 (not recommended): If you map your source address data to the Simple and Detailed address fields, where possible, the import process will automatically split the simple data out into the relevant detailed sections, so they are imported to triConvey correctly. No processing/manipulation of the detailed address data will be performed. Note: Address splitting may not be completely accurate in all cases, and you will have the opportunity to review and correct any issues during the final stage of the upload process. Any addresses automatically split out by the import tool will also have the original input address copied to the "Notes" field for historical reference.

Note: Address splitting may not be completely accurate in all cases, and you will have the opportunity to review and correct any issues during the final stage of the upload process. Any addresses automatically split out by the import tool will also have the original input address copied to the "Notes" field for historical reference.

Contacts - Available Fields

Column Name	Required/Optional	Notes
Contact ID	Required	A unique identifier used for a Contact. This ID will not be visible in triConvey and is an internal identifier only.
Type	Required	Must be a "Person" or "Company" (Firm/Business/Organisation). If not provided, where possible, this will be auto-populated.
Full Name	Optional	This field should not be mapped in conjunction with First Name/Middle Name/Last Name. If used for mapping, the import tool will automatically split the full name out to First name, Middle name, Last name, or Company name.
Title	Optional
First Name	Required if Type is "Person"	This field should not be mapped in conjunction with Full Name. Less than 200 characters.
Middle Name	Optional	This field should not be mapped in conjunction with Full Name. Less than 200 characters.
Last Name	Optional	This field should not be mapped in conjunction with Full Name. Less than 200 characters.
Company Name	Required if Type is "Company"	For "Company" type records, the name of the contact goes here. For "Person" type records who are associated with a company/organisation, enter the associated company name here, as well as the person's name (in full name OR first/middle/last name). Less than 200 characters.
Doing Business As Name	Optional	Optional. Can be used if a Company contact has a business name that differs from the company name (trading as/practising as).
ABN	Optional	Australian Business Number (ABN) for a Company contact.
Job Title	Optional
Phone	Optional
Mobile Phone	Optional
Business Fax	Optional
Birthday	Optional	DD/MM/YYYY
Gender	Optional
Email Address	Optional	Can take multiple (; separated). Less than 255 characters.
Full Address	Optional	This field can be used if your input address data has multiple address parts (e.g. street/suburb/state/post code/country) combined on one line/in the same cell. If used for mapping, the import tool will automatically split the street address information out to the detailed format address fields. Incliding the suburb/state/post code/country.
Street Address Line 1	Optional	Simple format address fields. If used for mapping, the import tool will automatically split the street address information out to the detailed format address fields. These fields should not be mapped in conjunction with the Full or Detailed formatt address fields.
Street Address Line2	Optional
Care Of	Optional	Detailed format address. These fields should not be mapped in conjunction with the Full or Simple format address fields.
Building/Level	Optional
Unit Type	Optional
Unit Number	Optional
Street Number	Optional
Street Name	Optional
Street Type	Optional
Suburb	Optional
State	Optional
Postal Code	Optional
Country	Optional
Full PO Box Address	Optional	This field can be used if your input PO Box address data has multiple address parts (e.g. street/suburb/state/post code) combined on one line/in the same cell. If used for mapping, the import tool will automatically split the street address information out to the detailed format PO box address fields, incliding the suburb/state/post code.
PO Box	Optional	Simple format address. If used for mapping, the import tool will automatically split the street address information out to the detailed format PO box address fields. These fields should not be mapped in conjunction with the Full or Detailed PO box address fields.
PO Box Care Of	Optional	Detailed format address. These fields should not be mapped in conjunction with the Full or Simple format PO box address fields.
PO Box Type	Optional
PO Box Number	Optional
PO Box Suburb	Optional
PO Box State	Optional
PO Box Postal Code	Optional
Notes	Optional
Additional Notes	Optional	This column can be used to map additional (one or more) input columns to the `Notes` field. All data mapped to this column will be combined into a single Notes field in triConvey (separated by a new line).
Webpage	Optional
Tags	Optional	Tags for the Contact. Accepts multiple (; separated).

Associating Person and Company contacts

There are two types of contacts you can import to triConvey - "Person" and "Company".

During the source file upload process, you are required to populate the Type column for each contact to specify if they are a Person or Company.
You can also link a Person contact to a Company contact (e.g. they are a representative of that Company):

1. For the Person contact:

In the Type column, enter "Person".
Any other person-related details such as Title, First/Middle/Last Name (or full name), DOB, Gender, and Job Title should be entered on this Person contact record.
In the Company Name column on this Person contact record, enter the company's name (they are a representative of that Company).

2. For the Company contact:

In the Type column, enter "Company".
Any other Company-related details such as phone number, address, email etc should be entered on this Company contact record.

The above actions can be performed in the source data file before uploading, or directly in the import tool during the file upload process.

Associating Person and Company contacts - Example

In the above example:

Bill Smith	Bill represents/works for Carbolic Legal; therefore, "Carbolic Legal" is entered into "Company Name" on Bill's record. All personal details entered on Bill's record (phone number, email, address etc), relate to Bill himself.
Carbolic Legal	As there are also company-related details that need to be captured for Carbolic Legal, a "Company" record exists for Carbolic Legal, with all company-related details (phone number, email, address, etc) entered on this record.
Jen Moore	Jen represents/works for H&R Block, therefore "H&R Block" is entered into "Company Name" on Jen's record. All personal details entered on Jen's record (phone number, email, address etc), relate to Jen. As there are no company-related details that need to be captured for H&R Block, a "Company" record does not need to be added (however, it is also ok if there is). The import tool will automatically create a company contact "H&R Block" in triConvey (associated with Jen) when the import is submitted.
Adam Jenkins	Is not associated with a Company.
ProLegal	Is a company contact and has no associated representatives (people).

'Person details not valid' error message

When uploading your data to the Data Import tool, if it detects person-related details on a Company contact, it will generate an error: "Person details not valid". See the below example where there is an error message appearing for Company-type contacts as they contain Gender information, which is only meant for Person-type contacts.

Preparing Matter data

You don't need to upload a separate source file for your Matter Types. Matter type information should be included in the Matters source file, and you will have the opportunity to map them to triConvey Matter Types after uploading your Matters.

Matters - Available Fields

Column Name	Required/Optional	Notes
Matter ID	Required	Unique identifier used for Matter. This ID will not be visible in triConvey and is an internal identifier only.
Matter Number / Reference	Optional
Matter Description	Optional
Matter Status	Required
Date Opened	Required	DD/MM/YYYY
Date Closed	Required if matter status = "Closed"	DD/MM/YYYY
Matter Type	Required	Matter Type as listed in your previous legal software.
Billing Type	Optional	Picklist of supported triConvey Billing Types.
Person Responsible Email	Optional	Email address of the staff member. This staff member must exist in triConvey, or the staff import file for the current import.
Person Assisting Email	Optional	Email address of the staff member. This staff member must exist in triConvey, or the Staff import file for the current import.
Introducer Email	Optional	Email address of the staff member. This staff member must exist in triConvey, or the Staff import file for the current import.
Client ID or Email	Required Can take multiple (separate entries with "&")	Contact ID or Email of the Client for the Matter. Must exist in triConvey, or the contact import file for the current import.
Other Side ID or Email	Optional Can take multiple (separate entries with "&")	Contact ID or Email of the Other Side for the Matter. Must exist in triConvey, or the contact import file for the current import.
Other Sides Solicitor ID or Email	Optional	Contact ID or Email of the Other Sides Attorney for the Matter. Must exist in triConvey, or the contact import file for the current import.
Debtor ID or Email	Optional	Contact ID or Email Address of the Contact to use as the default Debtor (accepts a maximum of three, & separated). A Contact with this ID or Email must exist in triConvey, or the Contact import file for the current import. Populate if you wish to set the default debtor for future invoices to a contact other than the Client of the Matter.
Tags	Optional	Tags for the Matter. Accepts multiple (; separated). Tag colours will be applied at random during import, but can be edited later in triConvey.
Archived	Optional	Indicate if the Matter is Archived (Yes/No). If set to 'Yes', archive and destroy dates are required. To be archived, the status of the Matter must be Closed or Cancelled.
Archive/Box Number	Optional	The archive or box number
Archive Location	Optional	The archive location
Archive Comment	Optional	Comments relating to the archive
Archived Date	Optional	The archive date (DD/MM/YYYY). Required if the Matter is marked as archived.
Destroy Date	Optional	The destroy date (DD/MM/YYYY). Required if the Matter is marked as archived.
Deleted?	Optional	Defaults to "No" unless supplied otherwise.

Matter Types

Matter Types - Available Fields

Column Name	Required/Optional	Notes
Input Matter Type	Required (will be pre-populated)	This column will be auto-populated with matter types from the uploaded Matters file.
triConvey Matter Type	Required	A relevant triConvey Matter Type will need to be selected for each input Matter Type. Some triConvey Matter Types have multiple "acting for" options, for example, Loan Agreement - Borrower and Loan Agreement - Guarantor. Where this is the case, you will see various options available for selection in the triConvey Matter Type dropdowns and can select the most suitable choice.

Matter Tags

Can be used to add Tags to a Matter. If a provided tag name matches one already configured in the triConvey account, it will be used; otherwise, a new one will be configured during the import.

Matter Tags - Available mappings

Column Name	Required/Optional	Notes
Matter ID or Number	Required	The Matter ID or Number of the associated Matter. Must exist in triConvey, or the matter import file for the current import.
Contact ID or Email	Required	Contact ID or Email of the Contact to use for the role. Must exist in triConvey, or the contact import file for the current import.
Role Name	Required	The name of the role (e.g. 'Child', 'Council', etc.). Depending on the triConvey Matter Type chosen for each Matter, predefined supported roles will be available for selection; however, custom role names are also supported.

Matter Roles

Can be used to associate additional Contacts with a Matter. A Role can be specified for each Contact.

Matter Roles - Available mappings

Column Name	Required/Optional	Notes
Matter ID or Number	Required	The Matter ID or Number of the associated Matter. Must exist in triConvey, or the matter import file for the current import.
Contact ID or Email	Required	Contact ID or Email of the Contact to use for the role. Must exist in triConvey, or the contact import file for the current import.
Role Name	Required	The name of the role (e.g. 'Child', 'Council', etc.). Depending on the triConvey Matter Type chosen for each Matter, predefined supported roles will be available for selection; however, custom role names are also supported.

Matter Critical Dates

Can be used to add Critical Dates to a Matter. The critical dates supported for each matter will depend on its matter type.

Matters Critical Dates - Available mappings

Column Name	Required/Optional	Notes
Matter ID or Number	Required	The Matter ID or Number of the associated Matter. Must exist in triConvey, or the matter import file for the current import.
Date Field	Required	The name of the critical date field. If the supplied field is not supported, a suggested list of supported critical dates will be provided based on the matter type for each matter. Supported fields can be browsed in the following report: Supported Date Fields Report.
Date Value	Required	The date for the corresponding critical date field (DD/MM/YYYY).

Flexible Upload Formats: Since many systems provide/export data in different formats, the import tool has been designed to handle several upload formats. The following styles can be uploaded directly to the import tool:

Long format example - One row per critical date

Column header names do not need to match those provided in the example

Wide format example - One row per matter, multiple columns for each critical date (If uploaded in this format, the tool will automatically convert the data to the long format for review before submission).

Column header names do not need to match those provided in the example

Matter Archive Details

Can be used to mark a Matter as Archived and assign archive-related information.

Matter Archive Details - Available mappings

Column Name	Required/Optional	Notes
Matter ID or Number	Required	The Matter ID or Number of the associated Matter. Must exist in triConvey, or the matter import file for the current import.
Archived	Required	Indicate if the Matter is Archived (Yes/No). If set to 'Yes', archive and destroy dates are required. To be archived, the status of the Matter must be Closed or Cancelled.
Archive/Box Number	Optional	The archive or box number
Archive Location	Optional	The archive location
Archive Comment	Optional	Comments relating to the archive
Archived Date	Optional	The archive date (DD/MM/YYYY). Required if the Matter is marked as archived.
Destroy Date	Optional	The destroy date (DD/MM/YYYY). Required if the Matter is marked as archived.

Preparing Opening Balance data

Import opening Credit and Trust account balances for Matters.

For Trust, as best practice, we recommend using the closing date from your previous system.

Opening Balances - Available Fields

Column Name	Required/Optional	Notes
Matter ID or Number	Required	The ID or Number of the Matter associated to the Opening balances. Must exist in triConvey, or the matter import file for the current import.
Opening Credit Balance ($)	Optional	The Opening Credit Balance of the Matter ($) - e.g. "1500.50" or "800.00" or "0.00" or "123.00"
Opening Credit Balance Date	Required if balance is above zero	The date used for the Matter opening Credit balance (DD/MM/YYYY).
Opening Trust Balance ($)	Optional	The Opening Trust Balance of the Matter ($) - e.g. "1500.50" or "800.00" or "0.00" or "123.00"
Opening Trust Balance Date	Required if balance is above zero	The date used for the Matter opening Trust balance (DD/MM/YYYY). As best practice, we recommend using the closing date from your previous system.

Preparing Activity Type Data

Imported Activity Types can be used for time, fee, or cost recovery entries created once you are up and running with triConvey. Activity Types are not required to import Unbilled Entries.

Activity Types - Available Fields

Column Name	Required/Optional	Notes
Code	Required	A code used for the Activity (between 2-5 characters). Must be unique.
Type	Required	The type of activity (Fixed Fee, Time Based, Disbursement).
Description	Required	A short description of the Activity.
Rate ($)	Required	The rate ($) of the Activity - e.g. "100.50" or "500.00" or "0.00"
Duration (Hours)	Required if Type = Time Based	If type = "Time Based", the duration of the Activity in hours - e.g. "1.0" or "1.5" or "2.0" (if not set, will default to 1.0 in triConvey).
Quantity	Required if Type = Disbursement	If Type = "Disbursement", the quantity of the Activity - e.g. "1.00" or "1.50" or "2.00" (if not set, will default to 1.0 in triConvey).
Cost Type	Optional	If type = "Disbursement", indicate if the cost type is Hard or Soft (defaults to "Hard" in triConvey if left empty). Hard costs are costs paid directly to the supplier, e.g. search fees. Soft costs are costs that your firm can choose to pass to the client, e.g. costs of printer paper and ink.

Preparing Unbilled Time & Fee data

All unbilled entries must be associated with a Matter.

The default GST rate should be configured in the Firm Settings of your triConvey account before uploading unbilled entries.

GST for time/fees is calculated based on the default GST rate set in the settings of your triConvey account.

By default, each entry is exclusive of GST.

Use the "GST Inclusive" field to indicate if an entry is considered GST-inclusive.
Use the "GST Exempt" field to indicate if an entry is exempt from GST.

Unbilled Time & Fees - Available Fields

Column Name	Required/Optional	Notes
Matter ID or Number	Required	The ID or Number of the Matter associated to the entry. Must exist in triConvey, or the matter import file for the current import.
Staff Email	Required	Email address of the staff member associated with the entry. A staff member with this email address must exist in triConvey, or the Staff import file for the current import.
Date	Required	The date of the entry (DD/MM/YYYY)
Type	Required	The type of entry (Fixed Fee or Time Based).
Activity Code	Optional	Optional. Must match a Code from an Activity Type in triConvey, or the Activity Type import file for the current import. Assigning an activity code to an entry will not override/set other entry details (description, rate, duration etc).
Subject	Required	A short Subject description of the entry.
Description	Optional	Description for the entry
Rate ($)	Required	The rate ($) of the entry - e.g. "100.50" or "500.00" or "0.00" (defaults to 0.00 if left empty).
Duration (Hours)	Required if Type = Time Based	If type = "Time Based", the duration of the entry in hours (allows 5 decimal places for precision). Must be equal to or above 0.01.
GST Inclusive	Required	Yes/No. By default, the entry is exclusive of GST. Indicate here if the time/fee amount is considered GST inclusive. GST for time/fees is calculated based on the default GST rate set in the settings of your triConvey account.
GST Exempt	Required	Yes/No. Indicate if the entry is exempt from GST (defaults to "No" if left empty).
Billable	Required	Yes/No. Indicate if the entry is billable (defaults to "Yes" if left empty).
Waived	Required	Yes/No. Indicate if the entry is waived/written-off (defaults to "No" if left empty).

Preparing Unbilled Disbursement data

All unbilled entries must be associated with a Matter.

The default GST rate should be configured in the Firm Settings of your triConvey account before uploading unbilled entries.

GST for Cost Recoveries is calculated based on the default GST rate set in the settings of your triConvey account.

By default, each entry is exclusive of GST.

Use the "GST Inclusive" field to indicate if an entry is considered GST-inclusive.
Use the "GST Override (£)" field to specify a custom GST amount for the entry
- Empty = GST is calculated based on the default GST rate set in the settings of your triConvey account.
- 0 = Exempt from GST
- Any other value = This value will be used as the GST on the entry

Unbilled Disbursements - Available Fields

Column Name	Required/Optional	Notes
Matter ID or Number	Required	The ID or Number of the Matter associated to the entry. Must exist in triConvey, or the matter import file for the current import.
Staff Email	Required	Email address of the staff member associated with the entry. A staff member with this email address must exist in triConvey, or the Staff import file for the current import.
Date	Required	The date of the entry (DD/MM/YYYY)
Activity Code	Optional	Optional. Must match a Code from an Activity Type in triConvey, or the Activity Type import file for the current import. Assigning an activity code to an entry will not override/set other entry details (description, rate, quantity etc).
Subject	Required	A short subject description of the entry.
Description	Optional	Description for the entry
Rate ($)	Required	The rate ($) of the entry - e.g. "100.50" or "500.00" or "0.00" (defaults to 0.00 if left empty).
Quantity	Required	The quantity of the entry - e.g. "0.50" or "1.50" or "2.00"
GST Inclusive	Required	Yes/No. By default, the entry is exclusive of GST. Indicate here if the cost recovery amount is considered GST inclusive. Unless overridden, GST is calculated based on the default GST rate set in the settings of your triConvey account.
GST Override ($)	Optional	Optional. Specify a custom GST amount for the item. If left blank, GST will be calculated automatically using the default GST rate set in your triConvey account settings. Entering 0.00 will mark the item as GST Exempt. You can also enter a specific GST amount (other than 0.00) to override the calculated GST for the item.
Billable	Required	Yes/No. Indicate if the entry is billable (defaults to "Yes" if left empty).
Waived	Required	Yes/No. Indicate if the entry is waived/written-off (defaults to "No" if left empty).
Cost Type	Optional	Indicate if the cost type is Hard or Soft (defaults to "Hard" in triConvey if left empty). Hard costs are costs paid directly to the supplier, e.g. search fees. Soft costs are costs that your firm can choose to pass to the client, e.g. costs of printer paper and ink.
Anticipated	Optional	Indicate whether the entry is a regular Disbursement or an anticipated Disbursement (defaults to "No" if empty).
Supplier ID or Email	Optional	Indicate whether the item is a regular Disbursement or an anticipated Disbursement (defaults to "No" if empty).
Supplier Reference	Optional	If the item is payable to a supplier or is marked as anticipated, enter the ID or Email Address of the Contact to use as the supplier. This field is required if the item is marked as anticipated. The Contact must already exist in triConvey , or be included in the Contacts import file for the current import.
Supplier Payment Due	Optional	Enter a reference for the supplier Contact if the item is payable to a supplier or is an anticipated Disbursement that has been paid.
Supplier Payment Method	Optional	If the item is payable to a supplier or is anticipated, enter the due date for the supplier payment (DD/MM/YYYY).
Supplier Account Name	Optional	If the item is payable to a supplier or is an anticipated Disbursement that has been paid, enter the supplier payment method (Bank Transfer or Direct Debit).
Supplier Payment Reference	Optional	If the item is payable to a supplier or is an anticipated Disbursement that has been paid, enter the account name used for the supplier payment.

Preparing Invoice data

All Invoices must be associated with a Matter and a Contact (debtor).

There are two options for importing invoices: Basic or Detailed.

Basic: Best when only limited invoice data is available

Only requires an Invoice import file to be provided.
Amongst other invoice-related information, this file must contain summary fee/disbursement amounts for each invoice.
Following the import, a single fee and/or disbursement line item will be added to each invoice based on the summary amounts provided.
The Issue Date and Staff Member provided for each invoice will also be used for the summary Fee and/or disbursement line items created on the invoice.

Detailed: Best when more granular line item invoice data is available

Both an Invoice AND an Invoice Items import file must be provided.
Provides the flexibility to include multiple detailed line items per invoice.
For each line item, information such as staff, date, type, duration, quantity, and GST can be provided (see full field list below).
Each invoice must have at least one invoice item.
Once invoice and invoice item data have been supplied, the import tool will perform validation checks to ensure that the sum of all invoice items (inc GST), excluding any waived/written-off items, matches the total amount (inc GST) specified for each invoice in the invoice import file.

GST:

The default GST rate should be configured in the Firm Settings of your triConvey account before uploading Invoices.

This is an important step to ensure the summary information provided by the import tool is calculated correctly.

Invoices Basic - Available mappings

Column Name	Required/Optional	Notes
Invoice Number	Required	Must be a unique number with no leading zeros.
Debtor ID or Email	Required	The ID or Email of the Contact who is the debtor on the Invoice (accepts multiple, & separated). Three maximum. Must exist in triConvey, or the contact import file for the current import.
Matter ID or Number	Required	The Matter ID or Number of the associated Matter. Must exist in triConvey, or the matter import file for the current import.
Issue Date	Required	The Invoice Issue Date (DD/MM/YYYY). Will also be used as the date for Fee/Disbursement line items.
Due Date	Required	The Invoice Due Date (DD/MM/YYYY).
Title	Required	Title text for the Invoice. 255-character max.
Subtitle	Optional	Subtitle text for the Invoice. This will appear under the main Title. 255-character max.
Notes	Optional	Footer notes for the invoice. This text will appear at the bottom of the invoice.
Total Inc. GST ($)	Required	Overall Invoice Total. Must be above 0.00. Amount should be Inc GST - e.g. "1500.50" or "800.00" or "123.00".
Fee Total Inc. GST ($)	Required	Fee portion amount. Should be Inc. GST - e.g. "1500.50" or "800.00" or "0.00" or "123.00".
Fee Total GST Exempt	Required	Yes/No Indicate if the fee portion amount is exempt from GST. Defaults to "No" if left empty, in which case GST will be calculated based on the default GST rate set in the settings of your triConvey account.
Disb Total Inc. GST ($)	Required	Disbursement portion amount. Should be Inc. GST - e.g. "1500.50" or "800.00" or "0.00" or "123.00".
Disb GST Override ($)	Required	Optional. Specify a custom GST amount for the Disbursement portion. If left blank, GST will be calculated automatically using the default GST rate set in your triConvey account settings. Entering 0.00 will mark the Disbursement portion as GST Exempt. You can also enter a specific GST amount (other than 0.00) to override the calculated GST for the Disbursement portion.
Amount Due Inc. GST ($)	Required	Amount should be Inc GST. Where Amount Due is less than the Total amount, a payment will be created and applied to the invoice automatically on import for the difference.
Payment Date	Required when the Amount Due is less than the Total Amount	Required when the Amount Due is less than the Total Amount. A payment will be created and applied to the invoice automatically on import for the difference.
Staff Email	Required	Required. Imported invoices must have an owner. A staff member with this email address must exist in triConvey, or the Staff import file for the current import. This will also be the staff member used for assignment of the Fee and Disbursement line items on the invoice.

Invoices Detailed - Available mappings

Column Name	Required/Optional	Notes
Invoice Number	Required	Must be a unique number with no leading zeros.
Debtor ID or Email	Required	The ID or Email of the Contact who is the debtor on the Invoice (accepts multiple, & separated). Three maximum. Must exist in triConvey, or the contact import file for the current import.
Matter ID or Number	Required	The Matter ID or Number of the associated Matter. Must exist in triConvey, or the matter import file for the current import.
Issue Date	Required	The Invoice Issue Date (DD/MM/YYYY).
Due Date	Required	The Invoice Due Date (DD/MM/YYYY).
Title	Required	Title text for the Invoice. 255-character max.
Subtitle	Optional	Subtitle text for the Invoice. This will appear under the main Title. 255-character max.
Notes	Optional	Footer notes for the invoice. This text will appear at the bottom of the invoice.
Total Inc. GST ($)	Required	Overall Invoice Total. Amount should be Inc GST - e.g. "1500.50" or "800.00" or "123.00".
Amount Due Inc. GST ($)	Required	Amount should be Inc GST. Where Amount Due is less than the Total amount, a payment will be created and applied to the invoice automatically on import for the difference.
Payment Date	Required when the Amount Due is less than the Total Amount	Required when the Amount Due is less than the Total Amount. A payment will be created and applied to the invoice automatically on import for the difference.
Staff Email	Required	Required. Imported invoices must have an owner. A staff member with this email address must exist in triConvey, or the Staff import file for the current import.

Invoice Items - Available mappings

Column Name	Required/Optional	Notes
Invoice Number	Required	The Invoice number associated with the item. An invoice with this number must exist in the Invoice import file for the current import.
Staff Email	Required	Email address of the staff member associated with the item. A staff member with this email address must exist in triConvey, or the Staff import file for the current import.
Date	Required	The date of the item (DD/MM/YYYY)
Type	Required	The type of the item (Fixed Fee, Time Based, Disbursement ).
Subject	Required	A short Subject description of the item.
Description	Optional	If type = "Time Based", the duration in hours (allows 5 decimal places for precision). Must be equal to or above 0.01.
Rate ($)	Required	The rate ($) for the item - e.g. "100.50" or "500.00" or "0.00".
Duration (Hours)	Required if type = Time Based	If type = "Time Based", the duration in hours (allows 5 decimal places for precision). Must be equal to or above 0.01.
Quantity	Required if type = Disbursement	If type = "Disbursement", the quantity - e.g. "1.00" or "1.50" or "2.25" (must be equal to or above 1.00)
GST Inclusive	Required	By default, the item is exclusive of GST. Indicate here if the amount is considered GST inclusive. GST is calculated based on the default GST rate set in the settings of your triConvey account.
GST Override ($)	Optional	Optional. Specify a custom GST amount for the item. If left blank, GST will be calculated automatically using the default GST rate set in your triConvey account settings. Entering 0.00 will mark the item as GST Exempt. For Disbursements, you can also enter a specific GST amount (other than 0.00) to override the calculated GST for the item.
Waived	Required	Indicate if the item is waived/written-off (defaults to "No" if left empty).
Cost Type	Optional	If type = "Disbursement", indicate if the cost type is Hard or Soft (defaults to "Hard" in triConvey if left empty). Hard costs are costs paid directly to the supplier, e.g. search fees. Soft costs are costs that your firm can choose to pass to the client, e.g. costs of printer paper and ink.
Anticipated	Optional	If type = "Disbursement", indicate whether the item is a regular Disbursement or an anticipated Disbursement (defaults to "No" if empty).
Supplier ID or Email	Optional	If Type = "Disbursement": If the item is payable to a supplier or is marked as anticipated, enter the ID or Email Address of the Contact to use as the supplier. This field is required if the item is marked as anticipated. The Contact must already exist in triConvey, or be included in the Contacts import file for the current import.
Supplier Reference	Optional	If Type = "Disbursement": Enter a reference for the supplier Contact if the item is payable to a supplier or is an anticipated Disbursement that has been paid.
Supplier Payment Due	Optional	If Type = "Disbursement": If the item is payable to a supplier or is anticipated, enter the due date for the supplier payment (DD/MM/YYYY).
Supplier Payment Method	Optional	If Type = "Disbursement": If the item is payable to a supplier or is an anticipated Disbursement that has been paid, enter the supplier payment method (Bank Transfer or Direct Debit).
Supplier Account Name	Optional	If Type = "Disbursement": If the item is payable to a supplier or is an anticipated Disbursement that has been paid, enter the account name used for the supplier payment.
Supplier Payment Reference	Optional	If Type = "Disbursement": If the item is payable to a supplier or is an anticipated Disbursement that has been paid, enter a reference for the supplier payment.

Preparing Memo data

Memos must be associated with a Matter.

Memos - Available Fields

Column Name	Required/Optional	Notes
Memo ID	Required	Unique ID for the Memo. This ID will not be visible in triConvey and is an internal identifier only.
Matter ID or Number	Required	Required for all Memos. The Matter ID or Number of the associated Matter. Must exist in triConvey, or the matter import file for the current import.
Date & Time	Required	Memo date & time (24-hour). Not visible in triConvey Web but retained for historical reference. If not populated, will default to the date of upload (DD/MM/YYYY HH:MM). E.g. 05/08/2024 14:30
Subject	Required	Subject of the Memo (If not populated, where possible, the first 50 characters of the memo text will be used). Maximum 200 characters.
Text	Required	Full Memo text (If not populated, where possible, the subject of the memo will be used).
Created By Staff Email	Required	Email address of the staff member who created the Memo. A staff member with this email address must exist in triConvey, or the Staff import file for the current import.

Preparing Task data

Tasks - Available Fields

Column Name	Required/Optional	Notes
Task ID	Required	Unique identifier for the Task. This ID will not be visible in triConvey and is an internal identifier only.
Matter ID or Number	Optional	The Matter ID or Number of the associated Matter (optional). If supplied, must exist in triConvey, or the matter import file for the current import.
Name	Required	Name of the Task
Description	Optional	Task description (max 8,000 characters)
Status	Required	Task Status (Complete or Incomplete)
Created Date	Required	Date the Task was created (DD/MM/YYYY)
Created By Staff Email	Required	Email address of the staff member who created the Task. A staff member with this email address must exist in triConvey, or the Staff import file for the current import.
Assignee Staff Email	Optional	Email address of the Task assignee (accepts multiple, & separated). If supplied, a staff member with this email address must exist in triConvey, or the Staff import file for the current import.
Due Date	Optional	Due date of the Task (DD/MM/YYYY)
Completed Date	Required if status is "Complete"	The completion date of the Task. Required if Status = Complete (DD/MM/YYYY)
Completed By Staff Email	Required if status is "Complete"	Email address of the Staff who completed the Task. Required if Status = Complete. If supplied, a staff member with this email address must exist in triConvey, or the Staff import file for the current import.
Duration	Optional	Duration of the Task (MM or HH:MM) - e.g. "01" or "15" or "1:30" or "01:06".

Preparing Calendar Event data

Calendar Events - Available mappings

Column Name	Required/Optional	Notes
Event ID	Required	Unique identifier for the Event. This ID will not be visible in triConvey and is an internal identifier only.
Matter ID or Number	Optional	The Matter ID or Number of the associated Matter (optional). If supplied, must exist in triConvey, or the matter import file for the current import.
Subject	Required	Name of the Event (255 character maximum).
Location	Optional	The Event location (255 character maximum).
Comments	Optional	Additional comments or description for the Event.
Created By Staff Email	Required	The email address of the staff member who created the Event. A staff member with this email address must exist in triConvey, or the Staff import file for the current import.
Attendee Staff Emails	Required or Group Calendar Name	Accepts multiple, & separated. Each Event must include at least one Staff Email or Group Calendar Name (or both). If using a Staff Email, the Staff member must exist in triConvey or the current Staff import file. Note: An attendee’s Calendar Events will only be visible in triConvey once imported if they are an active paying user or a former Staff member.
Group Calendar Name	Required or Attendee Staff Emails	Accepts multiple, & separated. Each Event must include at least one Group Calendar Name or Staff Email (or both).
All Day Event	Required	Indicate if the Event is all day (Yes/No).
Start Date & Time	Required	The start date and time (24-hour) of the Event (DD/MM/YYY HH:MM). Note: triConvey does not allow bulk imports of events more than two years old.
End Date & Time	Required	The end date and time (24-hour) of the Event (DD/MM/YYY HH:MM). Must be equal to or greater than Start Date Time.
Time Zone	Optional	Optional: Time zone for the Event in IANA format (e.g. 'Australia/Sydney'). By default, the firm address set in the triConvey settings will be used to determine the time zone for the event. This can be overridden if needed by providing a value in this column.
Billable	Required	Indicate if the Event is Billable (Yes/No). All day Events or Events longer than 12 hours cannot be marked as Billable.

Preparing Safe Custody data

Packets must be associated with a Contact.

Packets can be imported without associated documents, but documents cannot be imported without Packets. Therefore, Packets must be uploaded and valid before Documents data can be added.

Safe Custody Packets - Available mappings

Column Name	Required/Optional	Notes
Contact ID or Email	Required	The ID or Email of the Contact associated with the Packet (accepts multiple, & separated). Must exist in triConvey, or the contact import file for the current import.
Packet Number	Required	The unique Packet reference number. Must be a unique number above zero.
External Ref.	Optional	Similar to Packet Number, but can cater for data from systems that do not conform to triConvey validation requirements. If the Packet Number field cannot be used (due to validation concerns - e.g. duplicates, non-numeric values), this field can be used as an alternative, and the Packet Number can be sequentially numbered.
Storage Location	Required	The Packet storage location.
Notes	Optional	Notes for the Packet.
Created by Staff Email	Required	Email address of the staff member who created the Packet. A staff member with this email address must exist in triConvey, or the Staff import file for the current import.
Created Date	Required	The date the Packet was created (DD/MM/YYYY).

Safe Custody Documents - Available mappings

Column Name	Required/Optional	Notes
Packet Number	Required	The Packet Number of the associated Packet. This Packet Number must exist in the Safe Custody Packet import file for the current import.
Document Type	Required	The type of Document - e.g. Birth Certificate
Document Number	Required	The unique document reference number per Packet. Must be a unique number above zero.
External Ref.	Optional	Similar to Document Number but can cater for data from systems that do not conform to triConvey validation requirements. If the Document Number field cannot be used (due to validation concerns - e.g. duplicates, non-numeric values), this field can be used as an alternative and the Document Number can be sequential numbering.
Description	Required	Description for the Document.
Status	Required	The status of the Document (Held / Removed / Retrieved).
Reason	Optional	Reason/notes. For example, a reason why the Status is marked as Removed, Retrieved.
Matter ID or Number	Optional	The Matter ID of the associated Matter (optional). If supplied, must exist in triConvey, or the matter import file for the current import.
Received Date	Required	The date the Document was received (DD/MM/YYYY).
Last Movement Date	Required if the status of the Document is Removed/Retrieved.	The date of the last document movement (DD/MM/YYYY). Required if the status of the Document is Removed/Retrieved.
Created By Staff Email	Required	Email address of the staff member who added/updated the Document. A staff member with this email address must exist in triConvey, or the Staff import file for the current import.

Handy Tip: Download the Excel template at the bottom of the upload screen. It has pre-filled headers that will reduce column mapping later.

Preparing your source data for the triConvey Data Import tool

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