Importing from Harvest

You can bring existing Harvest work into PayPolka using CSV exports. Only owners and admins can import. Start with a small date range so you can review the results before importing more history.

The detailed time export can create clients, projects, labor categories, and hours. Separate client, project, and task exports are optional, but include additional details such as project budgets, rates, and codes.

Prepare the files

Export the detailed time report and, if needed, the detailed expense report from Harvest. You can also export the client, project, and task lists. Files can be uploaded separately and in any order.

Invite or add the people whose history you want to retain before importing. Importing doesn’t create user accounts or add seats.

Preview before importing

Open Settings, Time, then Import from Harvest. Press Choose CSV, pick the file, then press Preview import. Check the records that will be created, any rows marked as previously invoiced, and rows that will be skipped.

The importer tries to match people using email when available, then profile names and email usernames. If it can’t match someone, choose the correct teammate in the preview or skip that person’s rows. You can map history to a deactivated teammate.

Review the result

When the preview looks right, press Import N rows (the button shows your row count), or Discard to drop the upload. Every unmatched name needs a teammate or Skip these rows first. The import runs in the background and provides a row-level error CSV if some records fail. Check a sample project, its hours and rates, and the Uninvoiced report before preparing a bill.

Hours and expenses marked invoiced in Harvest arrive locked and stay out of unbilled work. Other imported time is editable. This import doesn’t recreate your old invoices, payments, or their attachments, so keep the historical records you need.

Uploading the same rows again skips duplicates. Files are limited to 20 MB and 50,000 rows; use smaller date ranges for larger histories.

Once you’ve checked the imported records, log new time or create an invoice.