Importing and Exporting Leads (CSV)

Whether you're migrating from another system or just need to get data in and out of BuilderMate, the CSV import and export tools make it straightforward.

Who Can Access This

Admin and Team Member roles can import and export leads.

Exporting Leads

Exporting gives you a CSV file of your lead data that you can open in Excel, Google Sheets, or any spreadsheet tool.

1. Navigate to Leads from the sidebar.
2. Apply any filters you want (optional). The export will respect your active filters — so if you're filtering by "New" status only, the export will include only those leads.
3. Click the "Export" button.
4. A CSV file downloads to your computer with all lead fields included.

That's it. The export captures everything: contact info, addresses, statuses, sources, project types, assigned salespeople, potential values, and notes.

Pro Tip: Use filtering before exporting to create targeted lists — for example, export only "Lost" leads from the last quarter for a win-back campaign, or export all leads assigned to a specific salesperson for a performance review.

Importing Leads

Importing lets you bring leads into BuilderMate in bulk from a CSV file.

Step 1: Download the Template

1. Navigate to Leads from the sidebar.
2. Click "Import".
3. Click "Download CSV Template" to get a properly formatted file with the correct column headers.

Step 2: Prepare Your Data

Open the template in your spreadsheet application and fill in your lead data.

Required columns:

• First Name
• Last Name

Optional columns:

• Email
• Phone
• Address
• City
• State
• ZIP
• Lead Status
• Lead Source
• Project Type
• Potential Value
• Notes

Step 3: Upload and Preview

1. Back on the Import screen, upload your completed CSV file.
2. BuilderMate shows a preview of the data it will import so you can verify everything looks correct.
3. Review the preview carefully — check that columns mapped correctly and data looks right.

Step 4: Confirm and Import

Click Import to bring the leads in. BuilderMate will process your file and show a results summary when it's done, including how many leads were successfully imported and any issues encountered.

Good to Know: If your CSV contains lead status or source values that don't match existing options in BuilderMate, they may be created automatically. Double-check your status and source names before importing to avoid duplicates.

Tips for a Smooth Import

Follow these guidelines to avoid common issues:

1. Clean your data first. Remove any blank rows, fix obvious typos, and ensure every row has at least a first and last name.

2. Remove duplicates. Check for duplicate entries in your spreadsheet before importing. BuilderMate won't automatically de-duplicate for you.

3. Standardize phone numbers. Pick a consistent format and apply it across all entries. For example, use (555) 123-4567 throughout.

4. Validate email addresses. Make sure email addresses are properly formatted. Invalid emails can cause issues down the line with notifications and communications.

5. Match status and source names exactly. These fields are case-sensitive. If your existing status is "New" but your CSV says "new", it may be treated as a different value. Check Settings > Configuration for the exact names.

6. Be patient with large imports. Files with 1,000+ leads may take a moment to process. Don't close the browser tab or navigate away while the import is running.

Common Workflow: Migrating from Another CRM

If you're switching to BuilderMate from another system:

1. Export your leads from the old system as a CSV.
2. Download BuilderMate's CSV template.
3. Map and copy your data into the template format.
4. Set up your lead statuses, sources, and project types in Settings > Configuration first (see Customizing Lead Statuses and Sources).
5. Import the CSV.
6. Spot-check a few leads after import to verify everything came through correctly.

Related Articles

• Adding and Managing Leads
• Customizing Lead Statuses and Sources