Who this article is for: Authority Users
Overview
Billing Sync imports location and contact data from your external billing system into SwiftComply. You upload a CSV exported from your billing system, SwiftComply compares it to your existing records and produces a sync plan that shows exactly what will change if the sync is approved. You review the plan, approve it, and SwiftComply applies the changes.
📝 Billing Sync is enabled and configured by SwiftComply. If you don't see the Billing Sync section in your Settings and think you should, contact your CSM.
Where Billing Sync Lives
Click Settings in the left navigation.
Find and open the Billing Sync section on the Settings page.
Inside the Billing Sync section you'll see:
Current Status — the state of your most recent sync (for example, "waiting for review")
Action buttons: Select New CSV File, Download Sync Plan, Approve Sync Plan
A read-only Billing Sync Settings table showing how your sync is configured
The Sync Lifecycle
Step | What Happens |
1. Upload | You select a CSV exported from your billing system and start the sync |
2. Sync plan generated | SwiftComply compares the CSV to your existing data, matching records using your configured criteria. The Current Status moves to "waiting for review." |
3. Review | You download the sync plan and confirm the actions SwiftComply will take |
4. Approve | You approve the sync plan. SwiftComply applies the changes to your data. |
Step 2 happens automatically after you start the sync. Nothing is applied to your data until you approve the plan.
Running a Sync
Go to Settings → Billing Sync.
Click Select New CSV File and choose the CSV exported from your billing system.
Once a file is selected, a new Start Billing Sync button appears. Click it to begin.
SwiftComply processes the file and generates the sync plan. Depending on file size, this may take a few minutes.
When processing completes, the Current Status shows "waiting for review."
📝 The CSV must follow a specific template. SwiftComply shares the template with your organization, including the required columns and formatting. If you're not sure which template to use, contact your CSM.
Reviewing the Sync Plan
SwiftComply doesn't have an on-screen review screen — the sync plan is a file you download and open outside of SwiftComply.
In the Billing Sync section, click Download Sync Plan.
Open the file in Excel, Google Sheets, or any CSV viewer.
Work through the records and confirm you're comfortable with the proposed actions, which are shown in the right-hand columns of the sync plan.
The sync plan groups each record by the action SwiftComply will take — for example, creating a new location, updating an existing contact, removing a contact from a location, or flagging a record as an error that needs attention.
💡 Pay special attention to records flagged with errors. The sync plan describes each error so you know how to fix it in the source CSV — common issues include missing required fields, invalid formatting, or records that couldn't be matched when matching was expected.
Understanding Your Billing Sync Settings
The Billing Sync Settings table in the Billing Sync section is read-only. It shows the current configuration that controls how your sync behaves. Hover over the info (i) icon next to "Billing Sync Settings" to see the full definition of each setting.
Setting | What It Controls |
Location Creation Enabled | Whether lines in the CSV for new locations are created as new location records in SwiftComply. "No" means CSV lines containing new locations are skipped during the sync. |
Exclusive Contact Types | Enforces only one contact per listed type (for example, owner, mailing) at any given location. Existing contacts with a listed type will have that role removed from their contact record. |
Unlink Contacts That Had Role(s) Removed | If a contact has all its roles removed due to the Exclusive Contact Types rule, the now-role-less contact is removed from the associated location record. The contact record still exists in SwiftComply — it's just unlinked from the location. Only has an effect when Exclusive Contact Types are defined. |
If you need any of these settings changed, contact your CSM. Authority users can't modify them from the UI.
📝 If the settings table shows the error "There was an error trying to determine Billing Sync settings. Please contact SwiftComply at support@swiftcomply.com." reach out to support — the settings couldn't be loaded.
How Records Are Matched
SwiftComply compares the incoming CSV to your existing data using matching criteria configured for your organization. Matching happens across multiple record types:
Record Type | How Matching Works |
Locations | Compared to existing locations using identifiers such as account number and address |
Contacts | First by Contact ID (if enabled), then by contact email. Backup matching uses Property ID combined with first name and last name. |
Equipment (Assemblies) | First by Equipment ID. Backup matching uses make, model, and serial number together. |
The exact fields used for matching depend on your organization's configuration. Whether unmatched records are created as new or left for manual handling depends on the Location Creation Enabled setting and other org-level configuration — see your Billing Sync Settings table or ask your CSM.
Approving the Sync Plan
Once you're ready to apply the changes in the sync plan:
Go to Settings → Billing Sync.
Click Approve Sync Plan.
A confirmation pop-up appears asking you to confirm. Read the message and confirm to proceed.
SwiftComply applies every action in the plan to your data.
After approval, changes appear in your system — new locations and contacts are created, existing records are updated, and contacts may be unlinked from locations based on the settings.
⚠️ Approving the sync plan applies every action in the plan. There is no per-row approval. If you find records you don't want synced, correct the source CSV and re-upload before approving, or adjust the records in SwiftComply after the sync completes.
How Often Should I Run Billing Sync?
There's no hard requirement. The right cadence depends on how often you need SwiftComply to reflect changes in your billing system, and what actions those changes drive. Common patterns:
Before a communications batch or survey cycle — so notices and survey assignments go to the right people at the right addresses.
Monthly or quarterly — as part of a regular data-hygiene cadence.
After a known data change in billing — for example, after billing adds a batch of new service accounts.
Billing data is constantly changing. The better question isn't *"how often has billing changed?"* — it's *"when do I need those changes reflected in SwiftComply for the work I'm about to do?"*
FAQ
Q: What file format does Billing Sync accept?
A: A CSV that follows the template SwiftComply shares with your organization. The template includes the required columns, formatting rules, and any org-specific fields. Reach out to your CSM if you need a copy of the template.
Q: What does "waiting for review" mean in the Current Status?
A: It means SwiftComply has finished processing your uploaded CSV and the sync plan is ready for you to download and review. Nothing is applied to your data until you click Approve Sync Plan and confirm.
Q: What happens to records that don't match existing data?
A: It depends on your configuration. If Location Creation Enabled is Yes, unmatched locations in the CSV will appear in the sync plan as new location records. If it's No, those CSV lines are skipped.
Q: Can I undo a sync after I've approved it?
A: No. There's no bulk undo. Records changed by the sync can be corrected individually in SwiftComply, or you can run a new sync with corrected data.