How to import clients, leads, and cases from CSV or another platform

How to import clients, leads, and cases from CSV or another platform

Overview

VisaFlo can help move existing lead and client data into your workspace. Some data can be imported by CSV or Excel, while full case migration depends on how the previous platform stored the data.

What can usually be imported

• Leads.
• Clients.
• Basic contact fields.
• Some notes or unsupported columns as profile notes, depending on import format.

What may require review

• Full case history.
• Tasks and reminders.
• Documents.
• Platform-specific case fields from tools like Zoho, Officio, CaseEasy, Visto, or Zandex.

CSV requirements

Before importing:

1. Include one row per lead or client.
2. Use valid email addresses where required.
3. Remove invisible characters from email cells.
4. Keep columns consistent.
5. Avoid multiple emails in one email field unless VisaFlo explicitly supports it.
6. Save the file as CSV if the import tool requests CSV.

Duplicate handling

Client conversations indicate VisaFlo may block duplicate clients by comparing email addresses. Still, avoid uploading the same file repeatedly unless support confirms the first upload failed.

If the import fails

Check:

• Invalid email format errors.
• Blank required email fields.
• Extra spaces or hidden characters.
• Duplicate rows.
• Very large files.

If the file says it looks good but then fails during processing, send the CSV file to support with the workspace email and screenshot of the error.

Case migration limitations

Client and lead imports are usually more straightforward than full case imports. Case data from another platform may not map cleanly into VisaFlo because each platform has different structures.