Use this workflow to import multiple prospects from a CSV file into the CRM Prospects list.
When to use this workflow
Use Bulk Upload CSV when you have a prepared list of new prospect companies. Test with a small file first, especially when the upload includes addresses, assigned users, sort codes, or estimated values.
Do not use a bulk upload to replace careful cleanup of existing prospect records. The reviewed workflow imports records and does not provide a bulk delete action.
Before you start
Prepare a CSV file with one row per prospect. The required column is company_name.
Recommended checks before upload:
- Remove companies that already exist as prospects.
- Confirm assigned users match PAX usernames.
- Confirm sort codes already exist in System Settings.
- Confirm emails, phones, websites, and address columns are clean.
- Use a small test batch before uploading a large list.
CSV columns
| Column | Required | Notes |
|---|---|---|
company_name |
Yes | Required. Duplicate existing company names are skipped. |
contact_first_name |
No | Main contact first name. |
contact_last_name |
No | Main contact last name. |
email |
No | Invalid emails are cleared. |
phone |
No | Long phone values may be truncated. |
website |
No | Invalid website values are cleared. |
lead_source |
No | Source text for the prospect. |
status |
No | Invalid statuses default to New. |
assigned_to |
No | Must match a valid PAX user. Invalid values are cleared. |
estimated_value |
No | Invalid values are cleared. |
estimated_company_size |
No | Valid values are Small, Medium, Large, and Mega. |
sort_code |
No | Must match an existing sort code. Invalid values are cleared. |
notes |
No | Internal prospect notes. |
address_line1 |
No | Required if an address should be created. |
address_line2 |
No | Optional address line. |
city |
No | Address city. |
state |
No | Address state. |
zip |
No | Address postal code. |
country |
No | Address country. |
Steps
- Open Dashboard > CRM > Prospects.
- Select
Bulk Upload CSV. - Choose the CSV file.
- Run the upload preview or dry run if prompted.
- Review the preview, skipped rows, and cleaned fields.
- Correct the CSV if too many rows are skipped or cleaned.
- Upload the final file.
- Return to Prospects and clear filters if the imported records do not appear.
What happens behind the scenes
PAX validates the file before import. Rows without company_name, rows with overly long company names, and rows that duplicate existing prospect company names are skipped.
PAX cleans some invalid optional fields instead of rejecting the entire row. For example, invalid email, website, assigned user, estimated value, sort code, or company size values can be cleared. Invalid status values default to New.
If address data is included, PAX creates an address only when enough address information exists. An address without address_line1 is skipped.
Imported addresses are linked to the prospect as primary BOTH addresses.
Bulk upload creates prospects. It does not create customers, quotes, opportunities, activities, or campaign sends.
Troubleshooting
Rows are skipped
Likely cause: Missing company name, duplicate company name, or invalid row data that cannot be safely imported.
Safe fix: Review the preview errors, correct the CSV, and upload a smaller batch.
Contact support if: A clean row is skipped and the reason is unclear.
Assigned users or sort codes are blank after upload
Likely cause: The CSV value did not match a valid user or sort code.
Safe fix: Confirm the user and sort code in PAX, correct the CSV, and re-upload only the missing records or update the prospects manually.
Contact support if: Valid users or sort codes are not accepted.
Address data did not import
Likely cause: The row had partial address information without address_line1.
Safe fix: Add address_line1 and re-upload only the affected rows, or add addresses from Prospect Detail.
Contact support if: Complete address rows do not create addresses.