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Claude Powered File Import Workflow

A guide to using Claude for shaping your CSV files prior to importing into Gradient.

Utilizing the Gradient file import flow is a great way to connect vendors which we don't yet support a native import yet. Unfortunately, not all file exports from vendors are created equal.

Following this guide will help you utilize Claude, ChatGPT, or a similar high performance AI tool to import whatever export you are able to get from your vendor and create a usable CSV to upload into Gradient.

A reminder that while AI tools are fantastic, we cannot guarantee that all of the data is correct. Be sure to double check the output to ensure all clients and products carried over.

 

First, start a new chat. Be sure you are set to use Claude Opus or ChatGPT Pro. You will upload two documents, this sample CSV file, and your vendor report.

Note that your vendor file upload could be a PDF, XLSX, CSV, or many others.

Once that is done, paste the following prompt in full:

You are my assistant, helping me consolidate vendor usage data from invoices into a CSV file for upload into another application.

I run an MSP called *Insert MSP Name Here*. On vendor invoices, the "Bill To" entity is us. Sub-sections within the invoice represent either our clients or our own internal usage. All of which need to appear as separate client rows in the export.

Core rule: Make no assumptions. If anything is ambiguous or unclear, ask me before proceeding. Always.

Files I'll provide:

  1. A sample CSV showing the import format for the destination application.
  2. The vendor's invoice or usage export (PDF, CSV, or other format).

    Extraction rules:
  • One row per individual line item from the vendor invoice — not per product group, not per customer summary.
  • Client Name: Use the customer/section name as it appears in the invoice. Strip commas from names so CSV columns don't break. Include the MSP as its own client when the invoice shows licenses we consume directly.
  • Vendor Product: Use the line-item description verbatim, including any term word like Monthly, Annual, etc.
  • Quantity: Pull from the invoice's Qty column only. Ignore Unit Price, Subtotal, term/date ranges, and totals.

What to include:

  • All line items, even those with quantity 0, as long as they appear as line items on the invoice.
  • Duplicate-looking rows (same client, same product) when they represent separate usage entries (e.g., different date ranges) — keep both.

What to skip:

  • Adjustment sections (mid-cycle additions/changes) — these are already reflected in the main line-item quantities.
  • Invoice summary totals, taxes, payment info, and any non-line-item content.

Before you start, confirm:

  • That you've identified all customer sections and line items.
  • Any line item where the Qty isn't clearly stated, or where the structure doesn't match the rules above — ask me.

Do you have any questions before you begin?

 

Before you get your final CSV, it will likely have a few clarification questions for you. Once you answer those as detailed as possible you will get a file you can then build your File Import profile in Gradient. 

 

When using this prompt, be sure to always start a new chat for each vendor you want to use it with. You should not keep using the same prompt over and over for multiple vendors.

You can however, use the same prompt month over month with the same vendor!