Import data from Excel and your old CRM

What you can move into the CRM

You can bring the core data your team works with into 95sales CRM:

Data migration at launch is a one-time service. You get the price before work starts.

How Excel and CSV import works

Import in 95sales CRM is designed so you can spot a mistake before loading and roll it back afterward:

1. Upload a file or paste a table. .xlsx, .csv or rows copied straight from Excel all work.
2. Map the columns. The CRM shows your file's columns and suggests which field each one goes into: full name, phone, source, stage and so on. You can skip columns you don't need.
3. Duplicate check. The server compares records with existing ones, so the same person doesn't show up twice.
4. Load. The records appear in the CRM. The import button is visible only to roles with permission to work in that section.
5. Undo within 7 days. If it turns out the columns were mixed up, you can undo the whole import. No manual deleting of hundreds of records.

Migrating from OneBox or your old CRM

If you're leaving another system, the 95sales team moves your database. For OneBox (a Ukrainian CRM) there's a ready-made service script: contacts go into the lead archive. For other systems, the team reviews your export and moves the data into the right fields.

Your old database doesn't clutter the working pipeline. Contacts are stored in an "Archive…" stage. They don't load into the kanban board, but search finds them. When someone from the archive calls again or submits a form, the CRM matches them by phone number and puts the record back into work. More on this: sales pipeline and kanban.

Price list: import and export

A service price list with sections, units, SKUs and per-location prices loads from Excel or CSV, including OneBox exports in cp1251 encoding. You can also export the price list back to Excel. That makes it easy to fix prices in a spreadsheet and upload again. More: price list and treatment packages.

Export: your data stays yours

Any list on screen, such as leads, patients or payments, exports to Excel based on the employee's permissions. The "Export the database" permission is granted separately, and every export goes into the audit log, so you can see who downloaded what. More on access control: data security.

Who needs data migration

• A clinic that kept patients in Excel. The spreadsheet loads in a few minutes, and duplicates are filtered out. For a comparison of the two approaches, see CRM vs spreadsheets.
• A center leaving OneBox or a general-purpose CRM. Our team moves the database, and old contacts come back to life with the next call.
• An agency. Our team moves finances from ClickUp with a service script: CRM for agencies.

Common data migration mistakes

• Phone numbers in different formats. "067…", "+38067…" and "67-…" are the same number to a person, but not to a duplicate check. Normalize numbers to one format before uploading.
• Everything in one column. If a cell holds "name, phone, comment" together, column mapping won't work. Split them first.
• Loading everything into the working pipeline. Thousands of old contacts on the kanban board get in the way. Send the old database to the archive, and put only current inquiries into the pipeline.
• Migrating without checking. Right after import, compare the record count and spot-check a couple of records by hand. If something's off, undo the import and load it again.

How to prepare your data for migration

1. Gather all spreadsheets and exports in one place, even messy ones.
2. Make sure every contact has a phone number. The CRM uses it to find duplicates and link calls.
3. Decide which stages and sources you need in the new pipeline.
4. Hand the old database to our team or upload the spreadsheets yourself.
5. For the first few days, compare key numbers with the old system while the team adjusts.

For the full launch plan, see the CRM implementation guide.