North Vault Digital · Practical data hygiene

CRM import readiness: clean your data before the upload

A CRM import can fail—or quietly create bad records—when column names, duplicates, dates, ownership fields, or missing values are not resolved before the first batch. Use this checklist to prepare a copy of your data and keep uncertain rows visible.

Need a repeatable checklist and worksheet? The CRM Import Readiness Kit is an optional $19 self-serve package. The purchase path is handled by the existing checkout; this guide does not upload or transmit your data.

1. Preserve the source export

Keep the original export unchanged and work from a copy. Record the source system, export date, row count, and the time period covered. Do not overwrite the source while experimenting with mappings.

2. Define the target CRM schema

List the required object: contacts, companies, leads, deals, or another record type.
Map each source column to one target field, including the expected data type.
Mark fields that must be unique, such as an email address or external record ID.
Separate fields that can be imported from fields that require a human decision.

3. Normalize values without hiding ambiguity

Standardize agreed date formats, phone conventions, whitespace, casing, and category labels. Preserve the original value when a transformation could change meaning. For uncertain values, create an exception list instead of silently guessing.

4. Detect duplicates before the CRM does

Use the strongest available identifier first. Then review likely duplicates using combinations such as name, company, email, phone, and domain. Do not merge records solely because two names look similar; keep a review column for borderline matches.

5. Handle missing and conflicting fields

Identify blank required fields, conflicting owner assignments, invalid email formats, and values outside the target CRM's allowed options. Decide whether each issue should be corrected, left blank, or held for review. Document the rule used for every repeatable change.

6. Test with a small batch

Import a representative sample first. Check field mapping, duplicate behavior, ownership, dates, pipeline stages, and relationships. Compare the accepted records and rejected rows with your prepared exception list before running the larger import.

7. Keep an import record

Save the source hash or filename, mapping version, preparation date, row counts, exceptions, and the CRM import result. A short change log makes a later correction or repeat import much safer.

What this guide does not do

This is a data-preparation checklist, not legal, accounting, or CRM-vendor advice. North Vault Digital does not connect to your CRM from this page and does not receive your file through this guide.

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