Where control turns projects into profit

You’ve decided to move your firm’s operations into AtomicSam, or perhaps you’re preparing for a high-stakes board meeting and need to slice your performance data in a custom model. You have years of historical client data in one place, active job lists in another, and a finance team waiting for month-end numbers. How do you move all that data without losing the commercial nuances that matter?

Managing data shouldn’t feel like a weekend-long extraction project. Whether you are migrating your legacy records into the system or exporting live job data for deeper analysis, maintaining the integrity of your information is the only way to ensure your reporting remains a source of truth. Data gaps create "the gap"—that dangerous space where hours go unrecorded and variations slip through the cracks because the system doesn't match reality.

Commercial Integrity Starts with Clean Data

When you import data into AtomicSam, you aren't just filling rows in a database; you are setting the foundation for your commercial control. If client names are duplicated or project structures are inconsistent, your margin reporting will suffer. Conversely, when you export data, you are often looking for the "why" behind the numbers—why a specific project overran or which service lines are consistently leaking revenue.

AtomicSam provides three primary pathways for moving your data, each designed to keep your records clean and your finance team confident.

Importing Your Client Records

The most common starting point is bringing in your client list. Instead of manual entry, you can use our CSV import tool to populate your workspace in bulk. This is your opportunity to audit your client data—ensuring that every entity has the correct billing terms and contact details before you start quoting.

Navigate to Contacts and click the Import button.
Download the AtomicSam CSV Template. This file contains the exact headers required for a successful upload.
Map your existing data to the template. Focus on critical fields like Payment Terms and Tax IDs to ensure your future invoicing is automated and accurate.
Upload the file and review the mapping summary. AtomicSam will flag any rows with formatting errors before they hit your live environment.

⚠️ Heads up: Always check for duplicate email addresses in your CSV before importing. AtomicSam uses the email address as a unique identifier to prevent creating multiple records for the same stakeholder.

Exporting for Analysis and Reporting

While AtomicSam’s built-in dashboards show you live margin and project health, there are times you need to take your data into Excel or BI tools for bespoke modeling. You can export almost any list view into a formatted XLSX file.

Use the following table to determine the best export for your current needs:

Export Type	Use this when…
Invoice Register	You need to reconcile billings against your bank statement or track aging debt outside the system.
Time Entry Export	You want to perform a deep-dive audit on utilization rates or identify specific tasks that frequently exceed their estimated effort.
Job Performance Export	You are preparing for an end-of-project review and need to see the original quote vs. actual costs side-by-side.
Client List	You are migrating your CRM or updating your firm’s master mailing list for commercial updates.

📸 [Screenshot: The Export button highlighted on the Time Entries list view, showing the file format options]

Syncing with Accounting Platforms

To truly eliminate the commercial gap, your delivery data must talk to your finance data. AtomicSam integrates directly with Xero and QuickBooks Online to ensure that when an invoice is finalized in AtomicSam, it is reflected in your ledger without manual intervention.

This sync isn't just about saving time; it's about confidence. When your "Quote-to-Invoice" workflow is connected to your accounting software, you remove the risk of human error in re-keying data—the number one cause of revenue leakage during the end-of-month rush.

✅ Did you know: You can set up "Auto-Sync" for invoices. Once a project manager approves an invoice in AtomicSam, the draft can be pushed automatically to your accounting software for the finance team to approve.

Pro Tips & Common Gotchas

The "Clean Slate" Rule: Before importing hundreds of historical leads, ask if they are commercially relevant. Importing "dead" data often creates noise that makes it harder for your team to find the active, high-margin clients that matter now.
Check your Currency Codes: If you work with international clients, ensure your CSV imports use ISO currency codes (e.g., USD, GBP, AUD). Mismatched currencies can cause headaches in your revenue reporting later.
Export Weekly for Peace of Mind: While AtomicSam is your system of record, many high-performing firms export their Invoice Register every Friday. This provides a snapshot of the week’s commercial activity that can be reviewed during Monday morning leadership huddles.

💡 Tip: Use the Filters on any list view before hitting Export. If you only need to see time entries for a specific department or period, filter the view first—AtomicSam will only export the filtered results, saving you the hassle of cleaning up the spreadsheet later.

📸 [Screenshot: A filtered view of 'Overdue Invoices' with the Export button being clicked]