Import your data

If you're moving to BookandManage from a spreadsheet or another system, you can bring in your customers and your cars from a file, instead of typing each one in. You'll find it in Settings, Import and export. It needs the Change settings permission.

Every row is checked against the same rules as adding a customer or a car by hand, and you see exactly what will come in before anything is saved.

Nothing comes in twice

• A customer whose email or mobile is already in BookandManage is skipped, and so is a second row for the same customer in one file.
• A car whose registration or VIN is already in your fleet is skipped, and so is a second row for the same car.
• One import at a time. While an import is running, the button stays busy, and a second import (another tab, or someone else in your team) is refused until it's finished.

So importing the same file twice never adds anything twice.

The file

• The first row holds the column headings. The order of the columns doesn't matter.
• Headings can be written your own way: Date of birth, date_of_birth and DOB all work. Columns that aren't used are listed and left out.
• Dates can be 2026-04-03 or 03/04/2026, day first (month first if your business is in the US).
• Numbers can have commas or a currency sign ($28,500).
• Phone numbers can be written with their country code (+44 7911 123456) or as dialled in your own country. They're checked for that country.
• Up to 2,000 rows a file. Split a bigger list into several files.

Customer columns

Column	Needed	What goes in it
First name	Yes	As on their licence. For example Jordan.
Last name	Yes	As on their licence. For example Lee. Also read as: Surname.
Email	Yes	Each customer's own. A customer whose email or mobile is already in BookandManage is skipped. For example jordan.lee@example.com.
Mobile	Yes	With its country code (+44 …), or as dialled in your own country. For example 0412 555 019. Also read as: Phone, Mobile number, Phone number.
Date of birth	Yes	A date (see the dates note). For example 1990-03-14. Also read as: DOB, Birth date.
Street	Yes	Unit, number and street. For example 12 Kargotich Road. Also read as: Address, Street address.
Suburb	Yes	Suburb, town or city. For example Byford. Also read as: City, Town, Suburb or city.
State	No	Needed where your country uses states (WA, NSW, CA…). For example WA. Also read as: Region, Province, County.
Postcode	No	Needed where your country uses postcodes. For example 6122. Also read as: Post code, Zip, Zip code, Postal code.
Country	No	Two-letter code (AU, NZ, GB, US…). Blank: your own country. For example AU.
Licence number	Yes	4 to 20 letters and numbers. For example 2318406. Also read as: License number, Licence, Driver licence number.
Licence issued in	Yes	The state that issued it, or the country for a licence from abroad. For example WA. Also read as: Licence state, License state, Licence country.
Licence class	Yes	C for a car licence in Australia; whatever the licence says elsewhere. For example C. Also read as: License class, Class.
Licence expiry	Yes	A date. For example 2030-04-03. Also read as: License expiry, Licence expires.
How they found us	No	website, phone, walk_in, facebook, instagram, google, referral or manual. Blank: manual. For example referral. Also read as: Source.
Tags	No	Labels of your own, separated by ; (VIP; Rideshare). For example Rideshare.

Car columns

Column	Needed	What goes in it
Make	Yes	As your car model is named in Fleet. For example Toyota.
Model	Yes	As in Fleet. For example Corolla.
Year	Yes	The model year in Fleet. For example 2023.
Registration	Yes	2 to 7 letters and numbers, no spaces. A car whose rego or VIN is already in BookandManage is skipped. For example 1ABC123. Also read as: Rego, Plate, Registration number.
VIN	Yes	17 characters (no I, O or Q). For example JTDBR32E330098765.
Colour	Yes	For example Silver. Also read as: Color.
Odometer	Yes	Whole kilometres, no commas. For example 38950. Also read as: Kilometres, Km, Odometer km.
Location	No	One of your locations, by name. Blank: your main location. For example Seville Grove. Also read as: Branch, Kept at.
Purchase date	Yes	A date. For example 2023-02-01.
Purchase price	Yes	A number, no currency sign. For example 28500.
Registration expiry	Yes	A date. For example 2026-12-31. Also read as: Rego expiry.
Insurer	Yes	For example QBE Insurance.
Insurance policy number	Yes	For example QBE-FLT-20260432. Also read as: Policy number.
Insurance expiry	Yes	A date. For example 2026-12-31.
Inspection expiry	Yes	A date. For example 2026-10-31. Also read as: Inspection certificate expiry.
Last service date	Yes	A date. For example 2026-08-15. Also read as: Last service.
Next service date	Yes	A date after the last service. For example 2027-02-15. Also read as: Next service.
Next service odometer	Yes	Whole kilometres, more than the odometer. For example 48950. Also read as: Next service km.
Notes	No	Anything else to keep with the car.

What isn't imported

Bookings, invoices and payments from another system aren't imported: they belong to that system's records. Start new bookings in BookandManage, and keep your old system's reports for the history. If you have a lot to move, contact us.

Downloading your data

Download your data (at the bottom of the same page, and in Settings, Billing) gives the account owner one file with everything the business holds. It stays busy while the file is being prepared, and a second download within a minute of the last is refused, so one click is always one file. See Billing and your account.