Lead Import

7 min read Last updated: June 23, 2026

CSV/XLS Import

ProperSend supports importing leads from CSV and XLS files — the fastest way to add large numbers of contacts from your existing databases, trade show lists, or previous CRM exports. Imported leads go directly into your CRM, ready to be added to lists and campaigns.

When to use import: You have an existing contact list (from a previous CRM, a trade show attendee list, or a purchased database) that you want to use for campaigns in ProperSend. Use it instead of manually entering leads one by one.

Navigate to app.propersend.pl/crm → Import to start the import process.

File Requirements

Before importing, ensure your file meets these specifications:

| Requirement | Description | |-------------|-------------| | Format | CSV (.csv) or Excel (.xls / .xlsx) | | Columns | Minimum: email. Recommended: firstName, lastName, companyName, phone | | Header | First row must contain column headers | | CSV separator | Comma (,) or semicolon (;) | | Encoding | UTF-8 (recommended for Polish characters) | | Size | Maximum 100 MB per file |

Example CSV File

email,firstName,lastName,companyName,phone,industry,city
jan@example.com,Jan,Kowalski,Example Sp. z o.o.,+48123456789,IT,Warsaw
anna@test.pl,Anna,Nowak,Test S.A.,+48987654321,E-commerce,Krakow
piotr@firma.pl,Piotr,Wisniewski,Firma Sp. z o.o.,+48765432100,Finance,Wroclaw

Manual Lead Entry

Need to add just one lead? Use manual entry:

  1. In CRM, click New Lead
  2. Fill in the details (email, name, company — rest is optional)
  3. Optionally: add to a list and enable email verification
  4. Click Create

Column Mapping

After uploading, the system prompts you to map your file columns to ProperSend fields. The system auto-detects matching fields based on header names — review the mapping and correct any mismatches before confirming.

Tip: If your columns use Polish names (e.g., Imię, Nazwisko, Nazwa firmy, Email), the system will attempt to match them automatically. Double-check the mapping, especially for custom columns. The system remembers your mapping, so subsequent imports with similar formats will be faster.

Fields you can map include: email, firstName, lastName, companyName, phone, city, nip (Polish tax ID), website, industry, and jobTitle. Unmapped columns are ignored.

Import Options

During import, you can enable:

  • Verify emails after import – automatically run email verification on all imported leads
  • Add to list – select a list to organize imported leads
  • Enroll to campaign – automatically add leads to a campaign after import

Validation and Deduplication

During import, ProperSend automatically:

  • Validates email formats, tax IDs (NIP), and phone numbers — invalid entries are flagged for review
  • Removes duplicates by email address — if a lead with the same email already exists in your CRM, the new entry is skipped (or merged, depending on your settings)
  • Reports statistics — shows how many leads were imported, skipped (duplicates), and failed (validation errors)

Best Practice: Enable Email Verification during import to catch invalid addresses before they enter your system. This keeps your bounce rate low from the start.

Import Results

After the import completes, you'll see a detailed summary:

| Metric | Description | |--------|-------------| | Processed | Total rows in the file | | Added | New leads added to CRM | | Updated | Existing leads updated (if enabled) | | Skipped | Duplicate or invalid rows | | Enrolled | Leads automatically enrolled in a campaign (if selected) |

Automatic Campaign Enrollment

During import, you can select Enroll to Campaign — all successfully imported leads are automatically added to the chosen campaign. This saves a step and lets you launch immediately.

Import History

Each import is saved as a separate record in your import history:

  • Status (processed, failed, processing)
  • Row count
  • Column mapping (which columns mapped to which fields)
  • Errors (per-row error details if any occurred)

Navigate to app.propersend.pl/crm → Import History to review past imports.

Best Practices

  1. Prepare data before importing – remove duplicate emails, check formats
  2. Enable email verification – clean your list during import, before leads enter campaigns
  3. Import to a list – organize leads into a list immediately for easy segmentation
  4. Enroll to campaign right away – saves a step after import
  5. Verify results – review import stats to catch issues early
  6. Import in smaller batches – easier to spot and fix errors than with one massive import