Importing data - CSV import in five steps

What is the Import Wizard?

With the Import Wizard, you can import existing data from other systems (e.g., Pipedrive, HubSpot, or Excel) into your CRM. The import supports companies, contacts, deals, and activities—either individually or all at once from a single CSV file.

How the import works

The import process consists of five steps:

Step 1 — Select data types

Select which data your CSV file contains:

• Companies — Companies, organizations, and their contact details
• Contacts — Individual contacts with email, phone number, and job title
• Deals — Sales opportunities with value, stage, and ownership
• Activities — Calls, emails, meetings, and tasks

For deals, you also select the target pipeline into which the deals should be imported.

Step 2 — Upload file

Upload your CSV file. The file must be no larger than 10 MB and may contain up to 50,000 rows. Comma- and semicolon-delimited files are automatically recognized.

Step 3 — Map columns

Map the columns of your CSV file to the CRM fields. Common column names (in German and English, including Pipedrive format) are automatically recognized. Required fields are marked with an asterisk.

If there are multiple data types, use the tabs to switch between mappings.

Step 4 — Check the preview

Check the first few rows to ensure the mapping is correct before starting the import.

Step 5 — Start the import

Start the import. For larger files (more than 100 rows), the process runs in the background—you can continue working in the meantime.

Required fields by data type

Important notes

Import Order

When importing multiple data types simultaneously, the data is processed in this order: Companies → Contacts → Deals → Activities. This allows relationships to be automatically resolved—for example, a contact is assigned to the appropriate company even if both are created in the same import.

Duplicate detection

Existing entries are automatically skipped:

• Companies: Comparison by company name (case-insensitive)
• Contacts: Comparison by email address, or by first and last name if no email is available
• Deals: Comparison by deal name within the selected pipeline

Automatic linking

If your CSV file contains, for example, a “Company” column for contacts, the contact is automatically assigned to the corresponding company. If the company does not yet exist (e.g., because it is being created during the same import), Proyex remembers the link and establishes it later.

Pipedrive compatibility

CSV exports from Pipedrive are directly supported. Column names (in German and English) are automatically recognized—including special fields such as “Full/Combined Address” or “Office Email Address.”

Frequently Asked Questions

What happens if errors occur during the import?

Invalid rows (e.g., missing required fields or invalid email addresses) are skipped. After the import, you’ll see an overview showing the number of imported, skipped, and invalid entries.

Which file formats are supported?

The import accepts CSV files (.csv) and text files (.txt) with commas or semicolons as delimiters. UTF-8 encoding is recommended.

Can I import deals without a pipeline?

No, when importing deals, you must select a target pipeline. If your CSV file contains a "Stage" column, deals are automatically assigned to the appropriate stage—otherwise, they end up in the first stage.

Permissions

To import, you need the "Manage CRM" permission.