CSV Contact Import Guide: Import Your Customer List in 5 Minutes
TL;DR: Got 500 customers in an Excel spreadsheet? Import them all at once using CSV format. This guide covers: formatting your spreadsheet correctly, required vs optional columns, handling UK phone numbers and postcodes, troubleshooting common errors, and a free CSV template you can copy.
Why Import via CSV Instead of Manual Entry?
❌ Manual Entry (500 customers)
• Time required: 10-15 hours
• Error rate: High (typos, duplicates)
• Team involvement: Multiple people typing
• Frustration level: Extreme
✅ CSV Import (500 customers)
• Time required: 5 minutes
• Error rate: Low (validation checks)
• Team involvement: One person uploads
• Frustration level: Zero
Step 1: Prepare Your Excel Spreadsheet
Before exporting to CSV, make sure your Excel file has the correct column headers:
Required Columns (Must Have)
Customer's first name
Example: John, Sarah, David
Customer's last name
Example: Smith, Jones, Williams
UK mobile number
Format: 07932123456 (no spaces) or +447932123456
Optional Columns (Nice to Have)
Email address
Example: john.smith@gmail.com
Street address
Example: 123 High Street
UK postcode
Example: TS10 1AB, M1 2CD, SW1A 1AA
Any additional information
Example: "Prefers morning visits", "Large conservatory"
💡 Pro Tip: Use exact column names (lowercase, underscores). Spelling matters: phone_number works, Phone Number doesn't.
Step 2: Example CSV Template (Copy This)
Here's what your spreadsheet should look like before exporting to CSV:
Sample Data (5 customers)
first_name,last_name,phone_number,email,address,postcode,notes John,Smith,07932123456,john.smith@gmail.com,123 High St,TS10 1AB,Prefers morning visits Sarah,Jones,07932234567,sarah.jones@outlook.com,456 Park Rd,TS5 2CD,Large conservatory David,Williams,07932345678,,789 Oak Ave,M1 3EF,Gate code: 1234 Emma,Brown,07932456789,emma.brown@yahoo.co.uk,321 Elm Dr,TS6 4GH, Michael,Taylor,07932567890,mike.taylor@hotmail.com,654 Maple Ln,TS7 5IJ,Nervous dog - ring bell
Key Points:
- First row is column headers (lowercase, underscores)
- Phone numbers: No spaces, 11 digits starting with 07
- Empty fields are allowed (David has no email, Emma has no notes)
- Commas in notes are fine (they'll be escaped)
Step 3: Save as CSV Format
In Excel: File → Save As
Choose where to save the file
Change "Save as type" to CSV UTF-8
Select:
CSV UTF-8 (Comma delimited) (*.csv)Name your file and click Save
Example: customer_contacts.csv
⚠️ Common Mistake:
Don't use "CSV (Comma delimited)" - use "CSV UTF-8" to handle special characters (£, é, etc.) correctly.
Step 4: Upload CSV and Map Columns
Once you have your CSV file ready:
Click "Import Contacts" Button
Usually found in the contacts page, top right corner
Select Your CSV File
Choose the file you just saved (e.g., customer_contacts.csv)
Review Column Mapping
The system will automatically detect:
• first_name → First Name
• last_name → Last Name
• phone_number → Phone
• postcode → Postcode
Click "Import" to Process
System will validate data and import contacts (usually takes 5-15 seconds for 500 contacts)
Step 5: Troubleshooting Common Import Errors
Error: "Invalid phone number format"
Problem: Phone numbers have spaces or wrong format
Examples of wrong format:
- 07932 123 456 (spaces)
- 0793 2123456 (wrong spacing)
- 7932123456 (missing leading 0)
Correct format: 07932123456 or +447932123456
Error: "Missing required column: first_name"
Problem: Column header is spelled wrong or has capital letters
Wrong: First Name, FirstName, FIRST_NAME
Correct: first_name (lowercase, underscore)
Error: "Duplicate phone number: 07932123456"
Problem: Contact already exists in database OR same number appears twice in CSV
Solution: Remove duplicate rows from CSV, or update existing contact instead of importing
Error: "File encoding not supported"
Problem: Saved as wrong CSV type
Solution: Re-save as "CSV UTF-8 (Comma delimited)" not regular CSV
Data Cleaning Before Import
Clean your data in Excel before exporting to CSV to avoid import errors:
Remove Duplicate Rows
Excel: Data → Remove Duplicates (select Phone Number column)
Fix Phone Number Spacing
Find & Replace: Replace all spaces with nothing. "07932 123 456" becomes "07932123456"
Capitalize Names Properly
Change "JOHN SMITH" to "John Smith" using =PROPER(A2) formula
Standardize Postcodes
Uppercase with space: "TS10 1AB" not "ts101ab"
Delete Empty Rows
Remove rows where first_name, last_name, AND phone_number are all blank
Real Example: Mike's Resin Drive Company
"I had 380 customers in an Excel sheet with terrible formatting - names in all caps, postcodes lowercase, phone numbers with random spaces. Spent 30 minutes cleaning it up using Find & Replace for phone spaces, PROPER() formula for names, and UPPER() for postcodes. Exported to CSV UTF-8, uploaded, and all 380 contacts imported perfectly in one go. Saved me 8+ hours of manual typing."
— Mike, Resin Drive Installer, Leeds (380 customers imported via CSV)
Post-Import: What to Do Next
After successfully importing contacts:
Filter contacts by TS10, M1, etc. to plan routes efficiently
Divide territories and assign customers to your field service team
Send Your First Email Campaign
Use bulk email to re-engage dormant customers or promote seasonal services
Conclusion: Migrate from Excel in Minutes
Whether you're a window cleaner, landscaper, or installer with hundreds of customers in a spreadsheet, CSV import gets you up and running instantly. Format correctly, clean your data, and import everything at once.
