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Importing Project Breakdowns

How to use the Project Breakdown import spreadsheet to import the Project breakdown, including financials.

Updated yesterday

Edition: Business & Enterprise

User-level: System Administrator


Note: The spreadsheet for this Data Import was updated 04/05/2025 - Previous versions of the Project Breakdown Import (previously known as Project Financials) spreadsheets will not be compatible.

Before importing Project breakdowns, you'll need to ensure you have imported your projects and you've considered Disciplines, Cost Centres and Rate Groups.


1. Download the Synergy Excel template.

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

  • Click on the Project Breakdown tab, and click Download.

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

  • The file will include two tabs:

    • Intro – Provides guidance and tips.

    • Project Breakdown – For entering your project stage and financial details.

Warning:

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

  • Do not remove or alter the header rows.


2. Check what information can be imported.

Open the Project Breakdown sheet to review available columns.


Some fields must match data already configured in Synergy, including:

  • Project Name or Project Number

  • Fee Type

  • Stage Status

  • Tax Code

  • Cost Centre Name

  • Discipline Name

  • Rate Group Name (Enterprise only)


3. Export your project financials from your other system.

Use an export feature in your current system to get an excel style output (commonly CSV) with all your existing project details. This could mean you export the project details from your accounting system, or another software package, or maybe you already have it in a spreadsheet.


4. Match your data to the Synergy Excel columns.

Compare your exported fields to the Synergy template and ensure:

  • All required fields are included

  • Optional fields are prepared if you plan to import them


5. Using the Synergy Excel template

Copy and paste your financial data into the Project Breakdown tab of the template

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

  • Columns marked with a single asterisk (*) are mandatory

  • Columns with double asterisks (**) have rules — see the guidance row

  • Columns without an asterisk are optional

⚠️ 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 use formulas or lookups, add a new sheet and place it at the far right of the workbook.


6. Double-check the data in the template.

Required information

  • Every row must refer to an existing project using either the Project Name or Project Number.

    • Stage names must be unique within each project

    • If using phases, stages must belong to a phase and be unique within that phase

  • Fee Type must be selected from this list:

Fee Type

Fields You Can Include

No Billing

Costs, Budget

Hourly Rates

Invoiced Value, Costs, Budget, Charge Value

Capped Rates

Stage Fee, Invoiced Value, Costs, Budget, Charge Value

Fixed Fee

Stage Fee, Invoiced Value, Costs, Budget, Charge Value

Percent of Project

Stage Fee, Invoiced Value, Costs, Contract Value, Contract %, Budget, Charge Value

All amounts must be entered excluding tax.

Optional information

  • Phase Name – Must be unique per project
    (**Available for Business and Enterprise products only**)

  • Stage Status – Must exist in Synergy

  • Stage Manager – Must be an existing staff member

  • Stage Start and End Dates – Optional but recommended (both must be entered together)

  • Stage Complete % – Value from 1–100

  • Tax Code, Cost Centre, Discipline, Rate Group – Must already exist in Synergy

Additional fields by fee type:

Field

Notes

Contract Value

For Percent of Contract only. Excludes tax. Full contract fee.

Contract %

Portion of the full contract fee allocated to the stage

Stage Fee

For Fixed Fee and Capped Rates. Excludes tax

Budget

Available for all fee types. Excludes tax. If blank and status is "Proposal", defaults to fee

Invoiced Value

Must be ≤ Stage Fee. Entries are marked as paid. Requires invoice contact

Costs

Sum of WIP, bills, and paid expenses. Excludes tax

Charge Value

Calculated as rate × quantity. Defaults to Costs if left blank. Excludes tax


7. Import Synergy data import - Project Breakdown

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

  2. Ensure you are on the Project Breakdown 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 projects and associated financials will be ready to use in Synergy.


Tips!

  • Start with a single test row to check formatting before importing in bulk

  • This import cannot be used to update existing stage information—ensure accuracy up front

  • Un-invoiced time and expenses should be imported separately using the WIP Import Sheet

  • Use the example rows to learn formatting—but delete them before importing

If you make a mistake:
You can delete created invoices and office expenses, which will then allow you to remove the project or stage.


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