How to Import Your Caseload Into Superbilled

Starting a new billing tool usually means re-typing every client by hand. Superbilled's client importer lets you upload your whole caseload from a single CSV file instead.

What the CSV Needs

The importer reads a CSV file with a header row. Column order does not matter, but the column names must match exactly (lowercase, with underscores):

• first_name and last_name, required
• date_of_birth, optional, format YYYY-MM-DD
• insurance_name, optional
• insurance_member_id, optional
• email, optional
• email_consent, optional, true or false

Only first_name and last_name are required. Every other column can be left blank for rows where you do not have the information yet.

Step 1: Download the Template

From the client import screen, use the "Download template" link to get a starter CSV with the correct headers and one example row. Open it in a spreadsheet program and fill in your caseload, or export your existing client list from another system into the same column layout.

Step 2: Upload and Preview

Upload the file and Superbilled parses every row before importing anything. Rows are grouped into Ready and Errors so you can see exactly what will be imported and what needs fixing first. Common issues are a missing first or last name, an invalid email address, or a date of birth that is not a real calendar date.

Step 3: Fix and Re-upload if Needed

If any rows have errors, fix them in your spreadsheet and re-upload the file. There is no partial-save step, so you can iterate on the file until every row you care about is marked Ready.

Step 4: Import

Importing only processes the rows marked Ready. Depending on your plan, a large caseload may be capped at the free-tier client limit or truncated at the per-import row limit; any rows affected are called out after the import completes so nothing is silently dropped.

After the Import

Once your clients are in Superbilled, you can start logging sessions and generating superbills right away. If a client's insurer is one Superbilled has a submission guide for, the Insurance Name field will surface it directly while you are entering the client's information.

Ready to import your caseload? Start with Superbilled and use the import screen from your Clients list.