Importing Clients

What this is

Import clients adds a whole client list in one go. You download a template, fill in one row per client, upload it, review what aligned.tax found, and import. Every row goes through the same HMRC identity check as Add Client, and at the end you can send every new client their authorisation invitation together.

What you see on screen

Import clients at /app/clients/import is a four-step wizard: Get started, Review, Importing, Results.

Get started has two cards: Step one: get the template, with Download template, and Step two: upload your file, with an upload area. The template’s columns are Client name, National Insurance number, Postcode, Email, Phone, Relationship type and Notes.

Review your clients lists every row with a status: valid, a validation problem (“Relationship type must be Main agent or Supporting agent”), or a duplicate (“A client with this National Insurance number already exists in your organisation”). The button reads Import N clients and is disabled until at least one row is valid.

Importing runs the HMRC check for each row in turn. Results groups the outcome: Already authorised, Needs invitation, Authorised, syncing, Relationship unknown, and Skipped and failed with a Try HMRC check again button per row.

Invite clients to authorise you then lets you tick the clients who need an invitation, edit the Subject and Message, and click Send invitations.

How to import clients

1. In the Practice workspace, click Import clients.
2. Click Download template and open the XLSX file.
3. Fill in one row per client. Name, National Insurance number and postcode are needed for the HMRC check; email is needed to send an invitation. Leave Relationship type blank for Main agent, or write Supporting agent.
4. Upload the filled-in file. aligned.tax reads it and opens Review your clients.
5. Fix or ignore the flagged rows. Rows with problems are skipped; the rest import.
6. Click the Import button (it counts the valid rows, for example “Import 12 clients”) and wait while each row is checked with HMRC.
7. On Results, read each group. Use Try HMRC check again on any that failed because HMRC did not answer.
8. Tick the clients under Invite clients to authorise you, check the message, and click Send invitations.

Things to know

• The client list may be XLSX or CSV. This is the one place aligned.tax accepts CSV, because a client list is names and identifiers, not financial records. Financial data for filing is always XLSX.
• Keep the template’s columns. A file whose columns do not match is refused with “The columns did not match the template”. Copy your data into the template rather than renaming your own headings.
• Imported clients are saved as they succeed. “Imported clients are saved. You can close this and finish inviting later.” The invitations can be sent from each client’s page instead.
• Your Agent Reference Number must be confirmed before invitations can be sent; otherwise the results step tells you to set it in Settings and send again.
• Duplicates are skipped, judged by National Insurance number against the clients already in your practice.
• Each row is one HMRC check, so a long list takes a while. Leave the page open until Results appears.

FAQ

Can I import clients who are already authorised through my Agent Services Account?

Yes. HMRC confirms the existing relationship and they arrive under Already authorised, with no invitation needed.

What happens to rows that failed?

They appear under Skipped and failed with the reason. Fix the detail and upload a corrected file with just those rows, or add them one at a time with Add Client.

Does importing send anything to the clients?

Not until you click Send invitations. Importing only creates the clients and asks HMRC about them.