Importing leads and customers

Most new users come to the import/export tool to import a list of their leads into their Method account, so our documentation will focus on how to import leads.

Customers in QuickBooks will automatically sync to Method, but if you want to import an external customer list, please see Importing customers for details on this.

Import Templates

Above are Excel templates to show how import spreadsheets should be formatted. It includes:

  • Required fields
  • Commonly-used fields (Do not alter the field names in the first row)
  • Field length restrictions (Hover over field names to see comments)
  • Sample data (Replace with your own data)

The following is a list of the column headers we’ve included for you. The character maximum length will be indicated in brackets.

  1. CompanyName (41): Lead’s company name.
  2. Name (41): Required field. A combination of the First and Last Name fields.
  3. FirstName (25): Required field only for QuickBooks Online. First name of your lead.
  4. LastName (25): Last name of your lead.
  5. Contact (41): Name of the contact for your lead.
    Method automatically creates a contact for each lead based on the Name field.
  6. Phone (21): Main phone number for this lead.
  7. Email (1023): Lead’s email address.
  8. BillAddress fields (each at 41): There are three fields marked BillAddressAddr and are provided in addition to BillAddressCity, BillAddressCountry, BillAddressState and BillAddressPostalCode. The BillAddressAddr fields are typically used for the lead name, street address, and suite number if necessary.

If you require further fields of information, you can add them yourself.

Now it’s time to start your first lead import!

Importing leads - 1. Choose Data

Once your import file is ready, proceed with the following steps to import leads.

  1. Click the vertical ellipsis and select Import from the menu.
  2. The import screen will come up and you will be taken to the first step: Choose Data.
  3. Make sure Import Leads is selected.
  4. Drag your import file into the dashed outline box, or select click to browse to find it.
    Import files must be .xls or .csv. Other file types, such as .xlsx, cannot be imported at this time. Please save as .xls or .csv.
  5. Click the Next button at the bottom of the screen to continue.

Importing leads - 2. Map Fields

This second step allows you to map fields: you will ensure the columns in your import file will match the fields of the table you are importing to.

On the left are all the column headers in your import file.

In the middle are the fields the table are mapped to. There are four states it can be in:

  • Green Checkmark - Field is mapped correctly.
  • Yellow Exclamation - A record will need to be fixed. 
    i.e. Violation of character limit
  • Red Minus - Field must be re-mapped due to restrictions. 
    i.e. Field type mismatch
  • Blank - A field match was not automatically found, and must be manually mapped. 
If you are unsure to what the icons mean, hover over them and you will get a message indicating what the problem is.

To manually map a field, delete the currently mapped field and then drag the field from the right hand side in.

 Once you are happy with the field mapping, click Next to go to the final step...

Creating Custom Fields

If there isn't a field in the table that matches a column in your import file, you can create a new custom field in the table. 

On the right column, you will find a link called New Field:

Click it, and you can create a brand new field within the Customer table. Once created, you can drag this new field to be mapped to a column in your import file.  

Importing Leads - 3. Review

The final step allows you to review the data before it imports. Any conflicts will be highlighted and brought to your attention.

Applying Tags To Import

At the top right of the grid, you can choose to tag each record you will import. They can be newly created, or existing tags. Just type them in the field and they will be applied to all the imported records.

In the below example, I am tagging the records with the date I imported them. This will allow me to find the imported records in case I made a mistake.

Records with Conflicts

Some records may have problems with them that would prevent them from being imported. You can review those records and make changes to the records before importing them.

The view filter will let you filter the grid between All records and Records with Conflicts.

In the above diagram, the rows where the select column has been checked will be imported. However, note the rows which have a red exclamation mark and a red highlight. There are conflicts with these rows and they cannot be imported.

Hovering over these red highlighted fields will show a message on what is wrong:

Dealing with Conflicts

At the bottom, you will be given an overview on the status of the current import. You will be informed how many records have conflicts, and how many records are ready for import:

You have two choices on what to do with conflicts:

  1. Fix conflicts in the grid - If there are only a few conflicts, by double clicking in the field, you can fix the error on the grid itself. 
  2. Export Records with Conflicts - If there are a number of errors you wish to look at or do not want to import, select this button and a csv file will be downloaded of ONLY the records with a conflict. You can edit this file for later import.

Once you are satisfied with the reviewed records, click Start Import and your import will complete. 

Importing customers

Before you decide to import a customer list, please keep in mind that Method’s sync with QuickBooks will automatically pull your QuickBooks customers into Method when you conduct your first sync. It may not be necessary to import customer lists if they are already in your QuickBooks file!

Importing customers requires almost the exact same steps as above, assuming you are using our template to import your records. The only difference is this:

When you Choose Data, select Import Customers instead of Import Leads.

And then follow the steps above to complete your import.


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