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Import deals from a spreadsheet into Zoho CRM
The Zoho CRM AI Assistant reads your spreadsheet of deals, finds each account and contact in Zoho CRM, and maps each stage to one in your pipeline. Once you approve the plan, it creates the deals and leaves the rows it could not match for you.
Zoho CRM AI Assistant is a Chrome extension that opens beside Zoho CRM. Tell it what you want to do in plain language, and it works with your CRM for you. Try Plus free for 14 days, then stay on Free forever.
the problem
The deals list is in Excel, the accounts are in the CRM
A team kept its pipeline in a spreadsheet, or a partner sent a list of opportunities. Each row names a company and a person, but Zoho CRM needs them as links to existing records, and the stages in the file are not the stages in your pipeline. Importing means matching every row by hand first.
the solution
Match every row before a deal is created
Attach the file and say how to match. For example:
Import the attached deals. Find each account by name and each contact by email. Use the stage names from our pipeline, and flag rows you cannot match.
It reads the file and your pipeline’s stages, then for each row:
- finds the account by name and the contact by email;
- maps the stage in the file to one of your pipeline’s stages, and shows you the mapping;
- flags the row if the account or contact is not found or matches more than one record, if the stage has no clear match, or if a field Zoho requires for a deal, such as Closing Date, is empty.
It shows the plan with the deals it will create and the rows it flagged. After you approve, it creates up to 100 deals per request, each linked to its account and contact. Flagged rows are not written. It does not create missing accounts or contacts unless you ask for that separately.
- Reads the attached file, your accounts, contacts and pipeline stages.
- Creates deals only after you approve the plan.
- An account name spelled differently in the file is flagged, not guessed.
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By hand
Without the assistantNot ready to install? Here is how to do the same thing in Zoho CRM yourself, step by step.
Need more than Max? Contact sales
use cases
Explore use cases
Import contacts into Zoho CRM without overwriting data
“Import the attached contacts. Match existing contacts by email. Create the new ones, and for existing ones fill only fields that are empty in the CRM. Show me the plan first.”
- Current use case
Import deals from a spreadsheet into Zoho CRM
“Import the attached deals. Find each account by name and each contact by email. Use the stage names from our pipeline. Flag rows you cannot match, and show me the plan first.”
without the assistant
How to do it by hand in Zoho CRM
You can do this in Zoho CRM yourself. Here are the steps.
- Export your accounts and contacts, and look up each row of the spreadsheet against them.
- Rename the stages in the file to match your pipeline.
- Run Zoho CRM’s import for Deals and map the columns, including the account and contact.
- Check the imported deals for missing links.
It gets slow because each row has to be matched to an account and a contact before the import, and a name that does not match has to be found and fixed by hand.
faq
Frequently Asked Questions
Will it change my accounts or contacts?
No. It creates deals and links them to accounts and contacts that already exist. It does not create, edit or delete accounts or contacts in this request.
How does it match the account and contact?
Accounts by name and contacts by email. You can name other columns to match on. A row that matches no record, or more than one, is flagged.
What happens to the stages in my file?
It reads the stages of your Deals pipeline and maps each value in the file to one of them, showing you the mapping. A value with no clear match is flagged rather than guessed.
Can it be wrong?
It can map a stage or column wrongly if the names are unclear, which is why it shows the mapping before writing. It does not check whether a deal in the file is already in the CRM unless you ask it to match deals by name too, and that check looks at what exists when you ask; it is not a lock.
Will it work on my Zoho CRM edition?
It needs a Zoho CRM edition and user profile with API access, and it can only do what your profile is allowed to do. This use case has not been checked edition by edition yet, so write to us if you want to check yours first.
Want to ask something?
Write to the team at hello@zsetup.com.