Start with the structure, not the file
Spreadsheets grow by habit: one tab per salesperson, a column called “status” that means something different to each of them, and phone numbers in three formats. Before importing anything, decide which CRM modules the data belongs in (usually Accounts, Contacts, Leads and Deals), which fields each needs, and which values your picklists will allow.
Prepare one clean file per module
- One file per module. Zoho’s import tool takes one file for the main module, plus one for each dependent module such as subforms or multi-select lookups.
- Mandatory fields filled. Zoho states that rows missing a mandatory field are not imported.
- Supported formats. Zoho lists CSV, XLS and XLSX, and VCF for Leads, Contacts and Users.
- Within the limits. Zoho states a maximum of 25 MB per file and 500 columns. The row limit depends on your edition: 1,000 in Free, 20,000 in Standard, 50,000 in Professional, 100,000 in Enterprise and 200,000 in CRM Plus and the top Zoho CRM edition.
Run the import
Zoho describes the steps as: open the module, choose Import, upload the file, pick the layout and whether to add new records, update existing ones or both, map the columns to CRM fields, then submit.
Two choices matter most:
- Duplicates. When adding records, choose a unique field such as email. Zoho states that rows matching an existing value in that field are skipped.
- A small sample first. Zoho recommends importing a small subset before the full file, then fixing the file based on what goes wrong.
Check, and undo if needed
Zoho records every import under Setup, Data Administration, Import, Import History, with the rows added, updated and skipped, and a file of the rows that failed. Zoho states that an import from the last 30 days can be undone from the same screen. Check record counts against the source file before your team starts working in the CRM.
When the import tool is not enough
If you are leaving another CRM rather than spreadsheets, need attachments, or need original created dates, Zoho points to its Data Migration tool instead.
How we can help
Our data migration service cleans, maps and loads your data with trial runs, and our Zoho CRM implementation sets up the modules, fields and pipeline the data lands in.
Frequently asked questions
Which file types can Zoho CRM import?
Zoho lists CSV, XLS and XLSX for most modules, plus VCF for the Leads, Contacts and Users modules.
How many rows can I import at once?
Zoho states that it depends on your edition, from 1,000 rows per file in the Free edition up to 200,000 in CRM Plus and the top Zoho CRM edition, with a maximum file size of 25 MB and 500 columns.
Can I undo an import?
Zoho states that an import done in the last 30 days can be undone from Setup, Data Administration, Import, Import History.
Should I use the import tool or the migration tool?
Zoho recommends its Data Migration tool when you are moving a whole system across several modules, need attachments or images, or need system fields such as created time. The import tool suits simpler, module-by-module loads such as spreadsheets.