Data Import Guide

1. Overview: Getting Your Data Into Klau

Klau supports multiple methods for importing your data, each suited to different situations. Choose the method that best fits your workflow.

The Jobs CSV import is the most commonly used import feature. Use it to upload your daily service orders or migrate historical job data.

Supported Fields (Live Template)

The template at download time is the source of truth. These are the current columns:

Required Fields

Optional Fields

Date and Time Formatting

Klau accepts dates in the following formats (for requestedDate):

• ISO 8601 (recommended): 2024-03-15
• US Format: 03/15/2024
• With time (optional): 2024-03-15T08:00:00

Sample CSV

customerName,siteName,siteAddress,jobType,containerSize,requestedDate,timeWindow,priority,notes,externalId
ABC Construction,Downtown Project,123 Main St Houston TX 77001,DELIVERY,20,2024-03-15,MORNING,NORMAL,Gate code: 1234,job-1001
XYZ Roofing,Warehouse,456 Oak Ave Houston TX 77002,PICKUP,30,2024-03-15,ANYTIME,HIGH,,job-1002
Smith Residence,Residence,789 Elm Dr Houston TX 77003,SWAP,20,2024-03-15,AFTERNOON,NORMAL,Call before arrival,job-1003

Bulk Job Creation Workflow

1. Navigate to Jobs and click "Import Jobs"
2. Download the template if you haven't already
3. Fill in your job data in Excel or Google Sheets
4. Export as CSV (UTF-8 encoding recommended)
5. Upload the file and review the preview
6. Fix any validation errors shown in the preview
7. Confirm the import to create the jobs

Import your customer database with their service sites. Each customer can have multiple sites (job locations).

Supported Fields (Live Template)

The template at download time is the source of truth. These are the current columns:

Required Fields

Optional Fields

Address Formatting for Geocoding

Duplicate Detection

Klau detects duplicates using customer name and site address, or by external IDs if provided. When a duplicate is found:

• Match found: The row is skipped and reported in the import summary
• No match: A new customer/site record is created

Import your driver roster with contact information and credentials.

Supported Fields (Live Template)

The template at download time is the source of truth. These are the current columns:

Required Fields

Optional Fields

Phone Number Formatting

Import your fleet with vehicle details and container compatibility.

Supported Fields (Live Template)

The template at download time is the source of truth. These are the current columns:

Required Fields

Optional Fields

Compatible Sizes Format

Valid container sizes are: 10 15 20 30 40 (in yards).

Specify which sizes each truck can haul, separated by commas:

• 10,15,20 - Can haul small to medium containers only
• 10,15,20,30,40 - Can haul all sizes
• 30,40 - Large container specialist

For automated, real-time data synchronization, use the Klau REST API. This is ideal for connecting with external billing systems, telematics, or custom software.

When to Use the API

• Automatic syncing: Pull service orders from your billing system nightly
• Real-time updates: Push completed job data back to your system
• Custom integrations: Build workflows between Klau and other tools
• Third-party connections: Connect EnCore, billing, or CRM systems

Getting Your API Key

1. Navigate to Settings → Integrations
2. Click "Create API Key"
3. Name your key (e.g., "EnCore Sync" or "Billing Integration")
4. Copy the key immediately - it won't be shown again
5. Store the key securely in your application's secrets

Creating Jobs via API

Use the Jobs endpoint to create service orders programmatically:

POST /api/v1/jobs
Authorization: Bearer kl_live_your_api_key_here
Content-Type: application/json

{
  "customerName": "ABC Construction",
  "siteAddress": "123 Main St, Houston, TX 77001",
  "type": "DELIVERY",
  "containerSize": 20,
  "requestedDate": "2024-03-15",
  "timeWindow": "MORNING",
  "priority": "NORMAL",
  "notes": "Gate code: 1234",
  "externalId": "your-system-id-123"
}

Syncing with External Systems

Webhook Notifications

Subscribe to real-time events to keep your systems in sync. Klau can notify you when:

• job.completed - A job has been marked complete
• job.assigned - A job has been assigned to a driver
• dispatch.published - A dispatch plan has been sent to drivers
• driver.delayed - A driver is running behind schedule

Export your data for reporting, backup, or integration with other systems. All exports are delivered as CSV files.

Exporting Job History

Export completed jobs for a date range to analyze performance or for billing:

1. Navigate to Jobs or Reports
2. Set your date filter (e.g., last 30 days)
3. Click "Export" and select "Job History"
4. Choose which fields to include
5. Download the CSV file

Exported job data includes:

• Job details (type, container size, customer, site)
• Scheduled vs actual completion times
• Driver and truck assignments
• Weight ticket information (if captured)
• Dump site information

Exporting Customer Lists

Export your full customer and site database:

• Customer names and contact information
• All associated sites with addresses
• Site notes and access instructions
• External IDs for system matching

Exporting for Reporting

Moving from Excel or Google Sheets to Klau? This section walks you through a clean migration.

Preparing Your Existing Spreadsheet

Before exporting, clean up your data:

1. Remove formatting: Clear colors, merged cells, and fancy formatting
2. Check for consistency: Ensure dates and phone numbers use consistent formats
3. Remove duplicates: Use Excel's "Remove Duplicates" feature
4. Fill in blanks: Required fields must have values
5. Headers in row 1: Ensure your column headers are in the first row

Mapping Columns to Klau Fields

Your spreadsheet columns may have different names than Klau expects. You can map them during import. Here are common mappings:

Cleaning Up Data Before Import

Common data cleanup tasks:

Step-by-Step Migration Checklist

Encountering issues with your import? Here are solutions to the most common problems.

Common Import Errors

Validation Failures

When the import preview shows validation errors, you have two options:

• Fix and re-upload: Update your CSV and upload again
• Import valid rows only: Proceed with the import, skipping rows with errors. You can add the failed rows manually later.

Geocoding Failures

If addresses fail to geocode (show "Location not found"):

• Check for typos: Common issues include misspelled street names or wrong ZIP codes
• Add more detail: Include apartment numbers, building names, or cross-streets
• Use a different format: Try "123 Main Street" instead of "123 Main St"
• Manual geocoding: After import, edit the site and drag the map pin to the correct location

Getting Help