Import & Export

Add or update companies and contacts in bulk instead of one by one. Learn how to prepare CSV files, import and export data, and fix common errors.

Managing your contacts and companies efficiently is crucial for any business, and this guide provides detailed instructions for importing and exporting data using CSV files. Whether you're looking to bulk upload new contacts, update existing company information or export your data for backup purposes, you'll find step-by-step procedures and essential best practices. The guide covers everything from preparing your CSV files with the correct template structure to troubleshooting common import issues.

Before importing contacts, you must have companies set up in your system first. The Company Numeric ID is a required field and must match existing company records in the system.

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How to import companies with CSV

1

Open the import

1. Navigate to the Companies tab.

2. Click the arrow (▼) on the New button.

3. Select Import from CSV from the dropdown menu.

Import from CSV option in the New button dropdown on the Companies tab

Quick tip: need to add just one company? Click New directly, no need to use the dropdown.

2

Prepare your company CSV

1. Use our Company CSV Template: Download the template

2. Ensure all required fields are properly formatted.

Only CSV format is accepted.

Field	Example	Note
Company Numeric ID	AUTO	Optional. System-generated, cannot be manually specified. Leave empty or use "AUTO" for new companies. To update existing companies, use their existing ID
Company Name	Acme Corporation	Required
Status	ACTIVE	Required. Must be either ACTIVE or INACTIVE
Address Street	123 Main Street	Optional
Address City	New York	Optional
Address Zip Code	10001	Optional
Address Country	USA	Optional
Account Email	[e-mail]	Optional. Company email address. Must be a valid email format (e.g. [e-mail]). Use a semicolon ( ; ) to separate multiple emails
Account Work Number	[phone]	Optional. Company phone number. Use a semicolon ( ; ) to separate multiple numbers
Currency	EUR	Required. Must be supported by your account (e.g. EUR, PLN, USD)
Payment Terms	Net 30	Optional

3

Upload and import

1. Drag and drop or click to upload your CSV file.

2. Check Update existing companies if you want to update records with matching IDs.

3. Click Import to process.

#	Update existing companies	What happens to companies with matching IDs
1	Checked	Updated with new information from your CSV
2	Unchecked	Skipped, even if you've changed their data in the CSV file

If you don't check Update existing companies but your CSV contains companies that already exist in the system, those records will be skipped entirely and won't be updated.

Upload area and Update existing companies option in the import modal

4

Review the import results

The results dashboard shows:

• Records Processed: total number of companies in your CSV file

• ✅ Records Added: new companies successfully created in the system

• ✅ Records Updated: existing companies that were updated with new information (only if Update existing companies was checked)

• ⏯️ Records Skipped: existing companies that were skipped because Update existing companies wasn't checked

• 🔺 Records Had Errors: companies that couldn't be imported due to validation errors

Company import results dashboard with record counts

If some records couldn't be imported:

1. Review errors in the data grid.

2. Hover over the warning icons for details.

Common company errors:

• Invalid status values (must be "ACTIVE" or "INACTIVE")

• Unsupported currency codes (must be supported by your account)

• Missing required fields (Company Name, Status, Currency)

• Invalid Company Numeric ID (use "AUTO" or leave empty for new companies)

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How to export companies to CSV

1. Go to the Companies tab.

2. Click Export to CSV.

3. A CSV file with all your companies is generated and downloaded.

Export to CSV button on the Companies tab

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How to import contacts with CSV

1

Open the import

1. Navigate to the Contacts tab.

2. Click the arrow (▼) on the New button.

3. Select Import from CSV from the dropdown menu.

Import from CSV option in the New button dropdown on the Contacts tab

Quick tip: need to add just one contact? Click New directly, no need to use the dropdown.

2

Prepare your CSV file

Before importing, you need to prepare your CSV file correctly:

1. Download and use our CSV Import Template: Download the template

2. Ensure your CSV includes all required fields.

Field	Example	Note
Contact Numeric ID	AUTO	Optional. System-generated, cannot be manually specified. Leave empty or use "AUTO" for new contacts. To update existing contacts, use their existing ID
First Name	John	Required
Last Name	Smith	Required
Emails	[e-mail]	Optional. Work email address. Must be a valid email format (e.g. [e-mail]). Use a semicolon ( ; ) to separate multiple emails
Phone Numbers	[phone]	Optional. Work phone number. Use a semicolon ( ; ) to separate multiple numbers
Company Numeric ID	25	Required. Must match an existing company ID
Status	ACTIVE	Required. Must be either ACTIVE or INACTIVE
Address Street	123 Main Street	Optional
Address City	New York	Optional
Address Zip Code	10001	Optional
Address Country	USA	Optional
LinkedIn Account	linkedin.com/in/johnsmith	Optional. LinkedIn profile URL

3

Upload your CSV file

In the Import Contacts modal, drag and drop your CSV file into the designated area, or click Upload File to browse and select your file.

Upload area in the Import Contacts modal

Before importing, you'll see an option to Update existing contacts:

#	Update existing contacts	What happens to contacts that already exist (based on their ID)
1	Checked	We update them with the new information from your CSV
2	Unchecked	We skip them, even if you've changed their data in the CSV file. These records won't be updated and appear as skipped in your import results

Not sure? Leave it unchecked for your first import to avoid accidentally overwriting data. You can always run the import again with the box checked if you need to update existing records.

4

Import

After uploading your file, you'll see a green success area with the file. Click Import to start processing your contacts. If there's an error, check your connection and try again.

Uploaded CSV file shown in the green success area, ready to import

5

Review the import results

After processing, the Import Results dashboard shows:

• Records Processed: total number of records in your CSV file

• ✅ Records Added: new contacts successfully created

• ✅ Records Updated: existing contacts that were updated with new information (only if Update existing contacts was checked)

• ⏯️ Records Skipped: existing contacts that were skipped because Update existing contacts wasn't checked

• 🔺 Records Had Errors: contacts that couldn't be imported due to validation errors

Contact import results dashboard with record counts

If some records couldn't be imported:

1. Review the error data grid below the results.

2. Each error row shows the problematic record and a warning icon. Hover over the icon for detailed error information.

3. Click to download a CSV file containing only the failed records.

4. Correct the errors in the downloaded file.

5. Re-upload the corrected file.

Common errors include: ID contains letters (must be numbers only), missing required fields (First Name, Last Name) or invalid data format.

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How to export contacts to CSV

1. Go to the Contacts tab.

2. Click the Export CSV button.

3. Your contact list is instantly downloaded as a CSV file containing all current contacts.

Export CSV button on the Contacts tab

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Best practices for CSV operations

1. Always back up your data before performing bulk updates.

2. Test with a small batch first to ensure your CSV format is correct.

3. Review the template carefully to understand required fields and formats.

4. Use the update option cautiously, as it will overwrite existing data.

5. Keep your CSV files organised with clear naming conventions.

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Troubleshooting common issues

• Upload fails: check the file format (must be .csv) and verify your internet connection

• All records show errors: review the template format and ensure proper column headers

• ID errors: ensure IDs contain only numbers, no letters or special characters

• Status errors: use only accepted values (e.g. "ACTIVE" or "INACTIVE")

• Missing data errors: fill in all required fields before importing

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