Update Existing Leads with the Lead Import Tool

The Lead Import Tool lets you update existing leads in bulk by importing a CSV file. You can use it to sync data from your CRM, add or adjust quote and sales values, or update categorization and lead details. This helps you save time while keeping your account accurate and up to date.

Start with the article Use the Lead Import Tool for an overview of how the process works.

Step 1: Access the Lead Import Tool

The Lead Import Tool is available at the profile level.

1. Go to the Profile Settings and click  “Lead Import / Update”.
2. Click “Import / Update Leads”.
3. Select “Update Leads”.

 

Step 2: Prepare and Upload Your CSV File

Before updating leads, prepare your CSV file and upload it to WhatConverts.

1. Prepare your file.
   • Start from an export of your existing leads whenever possible.
   • Include at least one identifier column to match records (Lead ID, Email Address, or Phone Number).
   • Use the Help Center sidebar to:
     1. Access a detailed guide to prepare your file: Prepare Your Lead Import CSV File
     2. Download the CSV template,  which includes all standard columns (delete unused ones).
   • Save your file in CSV format.
2. Upload the file.
3. Optionally, customize how leads should be updated:
   • Import unmatched file records as new leads: Enable this if you want WhatConverts to create a new lead when the identifier (Lead ID, Email, or Phone Number) doesn’t match any existing record.
   • Combine existing Sales Value with uploaded one: Enable this if you want WhatConverts to add the imported Sales Value to the existing Sales Value, instead of replacing it.
4. Click “Continue”.

Step 3: Map Your Columns

During import, the system maps each CSV column to the correct WhatConverts standard field.

1. Review the field mappings:
   • Green fields: Mapped automatically by the system. Review them to ensure accuracy.
   • Yellow fields: Need to be mapped manually. Fields left unmapped will be skipped.
2. Confirm your identifiers: At least one of the following must be mapped for the update to work
   • Lead ID (recommended)
   • Email Address
   • Phone Number
3. Choose the correct mapping for Custom Fields and Additional Fields (if importing any):
   • Select “Custom Field” if you want data to appear in the Custom Fields section.
   • Select “Additional Field” if you want data to appear in the Conversion Details section.
4. Click Continue.

Step 4: Review and Confirm

Once all fields are mapped:

1. Review the Lead Import Overview, which shows:
   • Total number of leads found in your file.
   • Any leads with errors (these will be skipped).
   • Billing confirmation to ensure your account has sufficient funds.
2. Review Matching Records: If WhatConverts detects multiple matching leads, a dropdown list will appear for each match. Use the information shown in the dropdown (such as Date, Source, or Type) to select the correct lead to update. Leads are listed from most recent to oldest, with the most recent typically being the correct one.
3. Approve additional costs for updating leads.
4. Click “Update Leads” to begin the process.
5. Wait for the success message, then click “Finish”.

Related Topics

• Import New Leads with the Lead Import Tool
• Enrich Your Leads with the Lead Import Tool
• Prepare Your Lead Import CSV File
• Use the Lead Import Tool
• Export Your Leads