Import Existing Customers

Importing Customers

Make your transition to OctopusPro easy by importing your existing data. OctopusPro allows you to easily import your existing customers onto the system, using one file with a few simple steps by downloading a template that is easily customized from the settings. 

Table of Contents

How to import existing customers?

To import existing customers, go to Customers > All Customers 

From the customers’ list page, click on Import customers 

A pop-up window will appear, follow the instructions for importing your customers file.

Before uploading the CSV file, make sure all the below requirements are met:

First, click on Download template and fill in the information you want to import.

  • All fields with ( * ) are required fields and can’t be empty
  • The password field in the file should not be encrypted, so enter the actual password text and it will be encrypted during the import
  • The “Customer title” field can be only one of the following: Dr, Mr, Mrs, Miss or Ms
  • The fields “first_name2”, “last_name2”, “first_name3” and “last_name3” fields are secondary values for the same contact
  • The fields “mobile2”, “email2”, “phone2”, “mobile3”, “email3” and “phone3” fields are secondary values for the same contact
  • The “Date joined” field must be in date format “YYYY/MM/DD” e.g. “2018/05/12”
  • The “Customer type” field value can be either “Personal” or “Business”
  • The business name field should be used to enter the business name of the customer when the customer type is business
  • Your file may contain some states with different spelling, so you can check the list of states in your country to make sure that the states are matched.
  • The city is a required field so if you left it empty in the file, we will take the city of your company as a default one, in case you entered the state but the city is empty we will take the first city in this state.
  • The maximum allowed number of rows in the CSV file is 2500. If your list is longer than this, break it into multiple files and upload them separately

After downloading the template, log into your Google Drive account and upload the file. You can then edit the template by adding required customer information in the cells.

After filling in the template, click on Upload file to upload your customers onto the system. Make sure the file is saved as CSV to upload it successfully. 

After uploading the file, a message will appear confirming that the file has been imported successfully and you will be able to see how many rows have been imported. If there are any fields that failed to be imported, they will be shown in the section Failed Rows Details, so you can edit them and re-upload the file.

After importing the file, your customers will be imported into the system on the customer list page and you can search, view or edit them easily.

You can also import customers by navigating to Settings > Company Settings > Import Data

Click on Import Customers 

A popup window will appear, click on Download template.

After downloading the template, log into your Google Drive account and upload the file. You can then edit the template by adding required customer information in the cells.

After filling in the template, click on Upload file to upload your customers on the system. Make sure the file is saved as CSV to upload it successfully. 

After uploading the file, a message will appear confirming that the file has been imported successfully and you will be able to see how many rows have been imported. If there are any fields that failed to be imported, they will be shown in the section Failed Rows Details, so you can edit them and re-upload the file.

After importing the file, your customers will be imported in the system on the customers list page and you can search, view or edit them easily.

What happens when you import customers that already exist in your database?

If you try to import a file that includes customers that already exist in your database, the rows of these customers will fail to upload, and they will be listed for you under Failed Rows Details.

How to import customers that have custom fields added?

If you want to import customers that have custom fields added: 

First, you have to make sure that you have custom fields added to your account. To add a new custom field, navigate to Settings > General Settings > Customer Profile 

Click on +Create New

Enter the Field label and Field ID then click Save. To learn more about customer custom fields click here.

  1.  After adding a new custom field, go to Customers > All customers 
  2. From the customers list page, click on Import customers 

On the bottom of the popup window, click on Download template

After downloading the template, your custom field/s title will be added as a new column, where you can add the customer custom field related to each customer.

After filling in the template, click on Upload file to upload your customers and their custom fields on the system. Make sure the file is saved as CSV to upload it successfully.

After uploading the file, a message will appear confirming that the file has been imported successfully and you will be able to see how many rows have been imported. 

If there are any fields that failed to be imported, they will be shown in the section Failed Rows Details, so you can edit them and re-upload the file.

After importing your file, your customers will successfully be imported on the customers list page including their custom field/s.

What happens if the list you are importing has duplicate customers?

If the list you are importing has duplicate customers, the duplicate customers will not be imported and they will be listed under Failed Rows Details

Importing customers by syncing your QuickBooks account

You can easily import your existing customers to your OctopusPro account by syncing your QuickBooks account. To do that: Navigate to Settings > Financial Settings > QuickBook Integration 

After syncing your QuickBooks account, click on Pull from QuickBooks.

After syncing, your customers will be imported onto OctopusPro and you will be able to see how many customers have been synced and how many have not been synced. You can then view all your synced customers from your customers list page.

Importing customers by syncing your Xero account

You can easily import your existing customers to your OctopusPro account by syncing your Xero account. To do that: Navigate to Settings > Financial Settings > Xero Integration 

After syncing your Xero account, click on Pull from Xero.

After syncing, your customers will be imported onto OctopusPro and you will be able to see how many customers have been synced and how many have not been synced. You can then view all your synced customers from your customers list page.

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