Import and export records

Every list in the CRM can take a spreadsheet in and give one back. Use import to load the customers you already have, and export to share a list, back it up or work on it in Excel.

Import and export work the same way on Leads, Contacts, Companies, Deals, Products & services and your own modules. Both live behind the settings icon at the top right of the list (Import, export and more).

Whether you see them depends on your role: import needs the right to create records in that module, and export needs the right to export. See Roles and permissions.

Prepare your file

• Use CSV or Excel (.xlsx), with column headings in the first row.
• Up to 5,000 rows at a time. Split a bigger file into parts.
• Not sure how to lay it out? Choose Download a template in the menu to get a file with the right headings, or export the list and edit that.

Import a file

1. Open the list, click the settings icon and choose From a file (CSV or Excel)….
2. Choose the file, or drop it into the box.
3. Check the Goes into column. The CRM matches each column in your file to a field and shows an example value. Change any that are wrong, or choose Don’t import to skip a column. Fields marked with * are required, and every row needs them.
4. Choose what happens When a row is already in the CRM:
   • Leave it alone skips it.
   • Update it from the file fills it in from your file. Blank cells never empty a field.
   • Add it again anyway makes a second copy. This is not offered for products.
5. For leads, contacts, companies and deals, choose who is Responsible, when the file names nobody.
6. If the file has phone numbers without a country code, choose the country under Phone numbers without a country code are in.
7. Optionally Tag each one, for example "Expo 2026", so you can find this batch later.
8. Click Import, followed by the number of rows. Click Choose another file if you picked the wrong one.

When it is done, the CRM shows how many rows were Added, Updated, Already here, left alone and Could not be read, with the reason for each failed row. Fix those rows in the file and import it again; rows already imported are recognised and not added twice.

How the CRM spots a row that is already there

• Leads and contacts: the same email or phone number.
• Companies: the same name.
• Products: the same SKU, or the same name.
• Deals and module records: the same ID.

On Contacts, the menu can also import from TicAte WhatsApp when it is connected.

Export a list

1. Switch the list to the list view if it shows a board. Export takes the list as you see it.
2. Filter or search the list if you want only part of it, or tick the rows you want.
3. Click the settings icon. The menu says what will be exported: all records, the filtered ones, or the selected ones.
4. Choose Shown columns for only the columns on screen, or All fields for everything.
5. Click Excel (.xlsx) or CSV. The file downloads at once.

Moving from Bitrix24? The Bitrix24 migrator copies records together with pipelines, stages and activities.