Importing leads
This guide explains how to import leads into Rofinery using a CSV file.
Overview
The lead import feature allows you to bulk import sales leads along with their associated organisation, contact, and address information. This is useful when migrating from another CRM system or importing leads from marketing campaigns.
Accessing the import feature
You may access the lead import from the Leads page:
- Navigate to Pipeline
- Click the Actions dropdown
- Select Import
CSV file format
Your CSV file must include a header row with column names. Download the sample CSV from the import page to get started.
Required Fields
| Field | Description | Example |
|---|---|---|
title |
Lead/opportunity title | "Website Redesign Project" |
Optional Fields
Lead Details
| Field | Description | Example |
|---|---|---|
status |
Lead status (see statuses below) | "Incoming" |
description |
Description of the opportunity | "Looking for a complete website overhaul" |
estimated_timeline |
Expected timeline/close date | "Q2 2026" |
lead_value |
Estimated value (numeric) | 15000 |
lead_source |
Source of the lead | "Referral" |
Lead statuses
Common lead statuses include:
-
Incoming(default if not specified) -
Contacted -
Qualified -
Proposal Sent -
Won -
Lost
Note: The exact statuses available depend on your team's configuration
Lead sources
Common lead sources include:
-
Referral -
Website -
Paid Advertising -
Social Media -
Cold Outreach -
Event
Note: If a lead source doesn't exist in Rofinery but it is included in your import, it will be created automatically.
Contact Details
| Field | Description | Example |
|---|---|---|
contact_first_name |
Contact's first name | "John" |
contact_last_name |
Contact's last name | "Smith" |
contact_email |
Contact's email address | "john@example.com" |
contact_phone |
Contact's phone number | "+44 20 7946 0958" |
Organisation details
| Field | Description | Example |
|---|---|---|
organisation_name |
Company/organisation name | "Acme Corporation" |
website |
Organisation's website | "https://acmecorp.com" |
Address details
| Field | Description | Example |
|---|---|---|
address_label |
Label for the address | "Head Office" |
address_line1 |
First line of address | "123 High Street" |
address_line2 |
Second line of address | "Suite 4" |
city |
City | "London" |
state |
State/County/Region | "England" |
postcode |
Postal/ZIP code | "SW1A 1AA" |
country |
Full country name | "United Kingdom" |
Sample CSV
You'll find a sample CSV available from:
- Navigate to Pipeline
- Click the Actions dropdown
- Select Import
- Click Download lead CSV
How the import works
Organisation matching
-
If an
organisation_nameis provided, the system first checks if an organisation with that name already exists for your team -
If found, the lead will be linked to the existing organisation
-
If not found, a new organisation will be created
Contact handling
-
If contact details are provided along with an organisation, a contact will be created and linked to the organisation
-
The contact will be set as the default contact for the organisation
Address handling
-
If address details are provided along with an organisation, an address will be created and linked to the organisation
-
The address will be set as the default address for the organisation
Lead source
- If a lead source name is provided that doesn't exist, it will be automatically created for your team
Important points to note
-
Country names: Use full country names (e.g., "United Kingdom" not "UK", "United States" not "US").
-
Lead value: Enter as a number without currency symbols (e.g.,
15000not£15,000). -
Status matching: Status names are matched case-insensitively. If no match is found, "Incoming" is used as the default.
-
File encoding: Save your CSV file with UTF-8 encoding to ensure special characters are imported correctly.
-
Empty fields: You can leave optional fields empty - just include the column header and leave the value blank.
After import
Once the import is complete, you'll receive an email notification with a summary of:
-
Total rows processed
-
Successfully imported leads
-
Any errors encountered
You can then review the imported leads in the 'Pipeline' → 'Actions' → 'Import leads' → 'Previous uploads' section of the application.
Troubleshooting
| Issue | Solution |
|---|---|
| Wrong status assigned | Check the status name matches exactly (case-insensitive) |
| Lead source not created | Lead sources are auto-created if they don't exist |
| Contact not linked | Ensure organisation_name is also provided |
| Address not created | Ensure at least address_line1 is provided |
| Country not showing | Use the full country name (e.g., "United Kingdom" not "UK") |
| Value showing incorrectly | Enter as a plain number without currency symbols or commas |
| Special characters corrupted | Save CSV with UTF-8 encoding |