Contact Import Masterclass: From Spreadsheet to CRM in 5 Minutes

The 5-Minute Import

You've signed up for 365clients. You have a spreadsheet with 200 contacts. You don't want to type them all.

Here's how to get them all in — clean, tagged, and ready for follow-up.

Method 1: CSV Import (Fastest)

Step 1: Prepare Your CSV

Your CSV should have columns like:

Name,Email,Phone,Company,Notes
John Smith,john@example.com,555-1234,ABC Corp,Cold lead from trade show
Jane Doe,jane@example.com,555-5678,XYZ Inc,Referred by Mike

Required columns: Name, Email or Phone

Optional but recommended: Company, Source, Tags

Step 2: Upload

1. Go to Contacts → Import
2. Drag & drop your CSV file
3. Map your columns (Name → First Name, Last Name)
4. Click Import

Boom — all contacts are now in your CRM.

Step 3: Verify

Check the import summary:

• ✅ 200 contacts imported
• ⚠️ 3 duplicates detected (reviewed)
• ❌ 2 invalid emails (skipped)

Method 2: Excel Import

Same as CSV, but you can upload .xlsx files directly.

Pro tip: If you have multiple sheets, 365clients will ask which sheet to import.

Method 3: Google Contacts Export

1. Go to Google Contacts
2. Click Export → CSV format
3. Upload to 365clients

Note: Google exports vCard format. Use a free converter (like https://vcard2csv.com/) to convert to CSV first.

Method 4: Email Import (Outlook/Gmail)

Outlook

1. File → Open & Export → Import/Export
2. Export to CSV file
3. Upload to 365clients

Gmail

1. Go to Google Takeout
2. Select "Contacts"
3. Export → Convert to CSV → Upload

Field Mapping Guide

When you import, 365clients asks you to map your columns:

Your ColumnMaps ToNotes

Name/Full NameFirst Name + Last NameAuto-split
EmailEmailRequired
PhonePhoneFormat: +1-555-123-4567
CompanyCompanyOptional
SourceSourceWhere they came from
NotesNotesFree text
TagsTagsComma-separated

Custom fields: If you have unique columns (e.g., "Property Address"), 365clients will create custom fields for you.

Duplicate Detection

365clients detects duplicates based on:

• Email address
• Phone number
• Name + Company combination

When duplicates are found:

• ✅ Merge automatically if data matches >80%
• ⚠️ Review manually if data matches 50-80%
• ❌ Skip if data matches <50%

Pro tip: Review the duplicate report before importing — it saves cleanup time later.

Tagging Your Imports

Add tags during import to segment your contacts:

• trade-show-2026 — from a specific event
• website-lead — from your website
• referral — from a referral source
• vip — high-value contacts

Why tags matter: You can filter and bulk-email tagged groups later.

Post-Import Checklist

• [ ] Verify all contacts imported correctly
• [ ] Check for duplicate contacts and merge if needed
• [ ] Add missing phone numbers or emails
• [ ] Tag contacts by source
• [ ] Set up follow-up tasks for new contacts
• [ ] Review lead scores (if enabled)

Troubleshooting

Q: Some contacts didn't import.
A: Check the import log for invalid emails or duplicate phone numbers.

Q: My custom fields aren't showing.
A: Go to Settings → Custom Fields to enable them.

Q: Can I re-import updated data?
A: Yes — use the "Update existing" option when re-importing the same CSV.

Q: What if I need to import deals, not just contacts?
A: You can import deals directly with columns: Deal Name, Contact, Value, Stage, Close Date.

Next Steps

Once your contacts are imported:

1. Set up your pipeline → Pipeline Setup Guide
2. Enable AI follow-ups → AI Engine Guide
3. Start scoring leads → Prioritize your hottest prospects

Need help? Email us at support@365clients.com with your CSV file and we'll help you set it up.