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Importing Contacts

Last updated 18/02/2021

How to import contacts using a spreadsheet.

Before You Start


One way to easily and reliably bring Contacts into Cin7 is via a spreadsheet. Once you've created your import spreadsheet (recommended to use the CRM Import Template), a wizard will guide you through each stage of the import process.

An important part of this process is having a clean and organized spreadsheet.  If you have questions or concerns on your import spreadsheet, please contact your Cin7 Onboarding specialist or Cin7 Support.

It is recommended that Alternative GL Accounts, Tax Rates, and Payment Terms are created before importing contacts. This will make it much easier when it comes to matching your data with fields in Cin7.

Please note that some of the steps detailed below may not apply to you, especially if you do not have the information available to fill out certain columns in the spreadsheet.  You can complete the import process using the information that's applicable to you.

If you import your template incorrectly, don't panic! The import can be easily reversed; see the bottom of this article for additional information.

Import Template


Download the CRM Import Template to map all fields automatically.

1 - Upload your data
  1. In the CRM module, select the Actions menu.
  2. Select Import Contacts.
  3. You can either upload a .csv file or copy and paste your data from a spreadsheet.
2 - Matching Spreadsheet Columns to Cin7 Fields

On the left-hand side of this screen, you will see the headers from your spreadsheet. On the right are the corresponding fields in Cin7.

The Sample Data column shows the content of the first row from your Excel data, for your reference.

If you used our template it will map all fields automatically, however the Cin7 field column will be highlighted red if a match hasn't been found.

3 - Option match

In the next screen, match your data to existing settings in Cin7.

    • Price Options - Map the names given to price options in your spreadsheet to the ones created in Cin7.
    • Customer Groups - If you have specified a customer group that does not match an existing customer group, you have the option to either create it or to select an existing customer group from the drop-down list provided.
    • Alternative GL Accounts - If you have specified an alternative GL account that does not match an existing GL account, you have the option to either create it or to select an existing alternative GL account from the drop-down list provided.  
      If you choose to create a new Alternative GL Account, Cin7 will use the name to create an empty account that will be turned off until the remaining information has been entered.
    • If you choose to create a new Alternative GL Account, the system will create an account with only the name filled in and will be switched off by default. Make sure to return to the GL Accounts settings after and fill out the remaining details.
    • Tax Rates - If you have specified a tax rate that does not match an existing tax rate, you must manually create it in Cin7 first or to select an existing tax rate from the drop-down list provided.
    • Payment Terms - If you have specified a payment term that does not match an existing payment term, you have the option to either create it or to select an existing payment term from the drop-down list provided.
      If you choose to create a new Payment Term, Cin7 will use the name to create an empty account that will be turned off until the remaining information has been entered.
4 - Summary

A summary screen that allows to conduct a final review prior to importing. To complete the import, select Import New Contacts.

5 - Import Complete

You will be taken to an import confirmation screen where you have the ability to delete the contacts imported if required. If you have allocated secondary contacts or billing contacts, select Next Step.

6 - Assigning contacts as secondary contacts

If you have entered a primary company for a contact, they will be listed below.

The primary company needs to exist in Cin7. If the primary company has not mapped correctly, you can type into the box to search for the contact in Cin7.

See the Secondary Contacts and Central Billing Help article for more information on how secondary contacts work in Cin7.

7 - Assigning contacts to a central billing contact

If you have entered a billing company for a contact, they will be listed below.

The billing company needs to exist in Cin7. If the billing company name has not found a matching contact in Cin7, you can type into the box under the Billing Company column to search for a contact in Cin7.

See the Secondary Contacts and Central Billing Help article for more information on how central billing works in Cin7.

FAQs

Can you import contacts from software like MYOB?

There is currently no way to automatically import contact (export) files generated by an Accounting System. However, most accounting systems can export information to a .csv file which can help create the required Cin7 import file. Please contact your Cin7 Onboarding specialist or Cin7 Support to review your Accounting System export file and to receive next-step suggestions.

What fields are there for importing Contacts?

For reference of import fields available, see the CRM Import Template Help article.