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Import leads and deals

Add hundreds of leads or deals at once from a spreadsheet. At the end, every valid row is a lead or a deal in your stages, and any row that needs fixing is listed with the reason.

Before you start

  • You can see CRM in the left rail, with Leads and Deals in its panel.
  • Your role can add leads or deals. The Import button shows only then.
  • Your file is .xlsx, .xls or .csv, with 1 header row and 1 lead or deal per row.
  • Optional: your own fields are set up first, so the template has a column for each. See Set up stages and fields.

Steps

Download the template

  1. Open CRM in the left rail, then select Leads or Deals.
  2. Click Import at the top right. The Upload Template - Import leads window opens, or Upload Template - Import deals on Deals.
  3. Under Template, click Download Sample CSV. The file has every column in order and 1 example row.
  4. Fill in your rows. Keep the header row as it is.

Only 2 columns are required. Every other column, your own fields too, can be left blank.

File Required Other columns
Leads First Name, and Phone or Mobile Last Name, Company, Designation, Email, Website, Lead Source, Stage, Rating, Industry, Annual Revenue, Employees, Address, City, State, Country, Pincode, Email Opt Out, Owner, Description, then your own fields
Deals Deal Name and Contact Phone Pipeline, Stage, Amount, Currency, Probability, Expected Close Date, Account Name, Contact Name, Contact Email, Lead Source, Owner, Next Step, Loss Reason, Description, then your own fields

Columns are matched by their header name, so their order in your file does not matter.

Upload and check the file

  1. Click Select File and pick your file, or drag the file anywhere onto the window.
  2. Click Upload File. The file name shows once it is uploaded.
  3. Click Submit. Ohanvi checks every row. The Validation Results window opens.
  4. Read Will create and Will match. Will match counts rows for leads or deals you already have.
  5. Click Invalid only to see the rows with a problem. Each row says what to fix, for example Stage 'Hot lead' is not one of yours (New, Contacted, …).
  6. Optional: click Download validation report (Excel) to fix the rows in the file itself.

Import the rows

  1. Click Import. When some rows are invalid, the button reads Import 120 valid row(s) and brings in only those.
  2. The Import complete window shows how many were added and how many were already on file.
  3. Click Done. The new leads or deals show on the screen.

To import the rows you fixed, upload the fixed file again. Rows already imported are left as they are.

Paste leads instead of a file

On Leads, click Paste leads instead, paste names and phone numbers copied from Excel or Sheets, and click Use this list. Ohanvi turns them into a file and checks them the same way.

What Ohanvi fills in for you

  • Stage takes the names on your board, for example Contacted. Leave it blank to start in your first stage.
  • On deals, a blank Pipeline and Stage start the deal in your first stage.
  • A Lead Source you do not have yet is created.
  • On deals, an Account Name you do not have yet is saved as a new account, type Prospect.
  • On deals, the contact is found by Contact Email or Contact Phone. If nobody matches, a new contact is created.
  • A lead whose email or phone is already on file is left as it is. So is a deal with the same name for the same account.
  • Imported leads and deals follow the same rules as ones added by hand. A new deal gets its follow-up task.

Imported leads start the plan

Imported leads start Phase 1, with a first call planned for each. They have no contact until you choose In after that call. A lead whose phone or email already belongs to a contact is not imported as a lead. Ohanvi adds a note to that contact. [VERIFY: whether the Stage column is still used]. See Work with leads.

Import only people who agreed to WhatsApp messages

A lead with no contact is never messaged on WhatsApp. Once In makes them a contact, they count as opted in. Import only people who agreed to hear from you on WhatsApp.

Video walkthrough

[VIDEO]

Troubleshooting

Issue Cause Fix
No Import button Your role cannot add leads or deals. Ask your admin for CRM access.
Phone or mobile number is required The lead row has no number. Add a Phone or Mobile and upload again.
Contact phone is required The deal row has no Contact Phone. Add the number of the person on the deal.
Stage '…' is reached by converting a lead — pick an open stage A lead row names your converted stage. Pick a working stage. Convert the lead from the board after import.
A lost deal needs a Loss Reason A deal row is in a lost stage with no reason. Add Loss Reason: Price, Competitor, No budget, No decision, Timing or Other.
Stage '…' is not one of yours The stage name does not match a board column. Use a name from your board, or leave Stage blank.
Your own field is not in the template The field was added after the template was downloaded. Click Download Sample CSV again.