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Importing WIP

How to use the WIP Import spreadsheet to import un-invoiced time and expenses - this builds the transaction-level data used for invoicing.

Updated over 2 weeks ago

Edition: Business & Enterprise

User-level: System Administrator


Note: The spreadsheet for this Data Import was updated 04/05/2025 - Previous versions of the WIP Import spreadsheets will not be compatible.

Before importing WIP (un-invoiced time and expenses), ensure your Staff and Projects have already been imported.


For expenses, the following must also be set up in Synergy beforehand:

In this step, we’ll import time and expense entries that have not yet been invoiced in Synergy. These entries will contribute to your project’s WIP and can be invoiced later.


1. Download the Synergy Excel template.

  • Organisation drop-down > ​Settings>Organisation>Data Import>Excel Import

  • Click on the WIP tab, and click Download.​

  • This will download the Excel file named Synergy data import – WIP.

  • The file will include three tabs:

    • Intro – Provides guidance and tips

    • Un-Invoiced Time – For entering staff time entries

    • Un-Invoiced Expenses – For entering staff expenses

Warning:

  • Do not rename, reorder, or delete any columns.

  • Do not remove or alter the header rows.


2. Check what information can be imported.

Review the Un-Invoiced Time and Un-Invoiced Expenses sheets to understand which columns map to fields in Synergy.

Some fields—such as Staff Member, Rate Name, Expense Type, Tax Rule, Project Name, and Stage Name—must already exist in Synergy and be set up before import.


3. Export your WIP from your other system.

Use the export feature in your current system to get an Excel-style output (commonly CSV or XLSX) with your existing WIP. This may involve exporting unbilled time and expenses from your accounting system, project platform, or an internal spreadsheet.


4. Match your data to the Synergy Excel columns.

Compare the fields in your export file with the Synergy WIP template. Make sure all required information is included, along with any optional data you want to import.


5. Using the Synergy Excel template

Copy and paste your data into the Un-Invoiced Time and Un-Invoiced Expenses tabs.

  • Use the row beneath the headers for column-specific guidance.

  • Columns marked with a single asterisk (*) are mandatory. Columns without an asterisk are optional.

  • Columns with double asterisks (**) have rules—refer to the guidance row below the headers.

⚠️ Do Not:

  • Delete or rename any columns or headers.

  • Change formatting (e.g., numbers, dates, currency).

  • Enter data beyond the final column of the table.

  • Rearrange columns or change sheet order in the workbook.

  • In Column A, enter ‘Skip’ to exclude a record from import. Rows left blank or marked as ‘Import’ will be included.

  • The Missing Fields column calculates how many required fields are missing. Do not edit or remove its formula.

If you need to add formulas or lookup tables, do so on a new tab placed at the far right of the workbook.


6. Double-check the data in the template.

Required information

For Un-Invoiced Time:

  • Staff Member must already exist in Synergy

  • Date of the time entry, in DD/MM/YYYY format

  • Rate Name must be already assigned to the staff member in Synergy

  • Hours represents the total number of hours worked

  • Either Project Name or Project Number must already exist in Synergy (only one is required)

  • Phase Name, Stage Name, and Task Name must correspond to your Synergy setup — they define where the time is logged

For Un-Invoiced Expenses:

  • Staff Member must already exist in Synergy

  • Date of the expense entry, in DD/MM/YYYY format

  • Rate Name must be assigned to the staff member for expenses

  • Calculation Type must be either:

    • "Lump Sum" – for single total entries (called “Cash” in Synergy)

    • "Unit-Priced" – for quantity × rate entries (called “Travel” in Synergy)

  • Expense Type must already exist in Synergy

  • If Lump Sum, a Value and Tax Rule are required

  • If Unit-Priced, a Quantity is required

  • Note is mandatory and should describe the expense

  • Either Project Name or Project Number must exist in Synergy

  • Phase Name and Stage Name must match what’s configured in Synergy

Optional information


For Time Entries:

  • Overtime Rate must already exist and be assigned to the staff member

  • Note can be used to provide extra details about the time entry

7. Import Synergy data import - WIP

  1. Navigate to: Settings > Organisation > Data Import > Excel Import

  2. Ensure you are on the WIP tab and click Upload.

  3. Select ‘Add Files’ and locate your completed import file—or drag and drop it into the browser window.

  4. The Import Preview will display your data for review.

  5. If there are any errors, click the red or orange warning icons for details on how to fix them.

  6. Skip any rows you don’t want to import. Rows with unresolved errors will be skipped automatically.

  7. Click Import to process all valid records.

Once complete, your un-invoiced time and expenses will be ready to view and manage in Synergy.


Tips!

  • Start with a single time or expense entry to test formatting before importing in bulk

  • Use the example rows in the template to understand structure — delete them before importing

  • This import is only for un-invoiced WIP. Invoiced entries should be imported via the Project Breakdown sheet

  • Skipped records can be corrected and re-imported separately

  • Ensure all references (e.g. staff, rates, projects, stages) are correctly set up before you begin


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