A complete guide to exporting leads from Infotelligent to your CRM efficiently

If you’ve ever wrestled with exporting leads from one tool to another, you know it’s rarely as smooth as the sales pitch. This guide is for anyone who wants to get leads out of Infotelligent and into their CRM without wasting hours, losing data, or pulling their hair out over error messages. Whether you’re in sales ops, marketing, or just the “techy one” on your team, you’ll find clear, honest steps (and some landmines to avoid) right here.

What You Need Before You Start

Don’t skip this part. A little prep saves a lot of headaches. Make sure you have:

  • Access to Infotelligent: Not just a login—make sure your account has export permissions.
  • CRM admin rights: If you can’t import leads or map fields, you’re in for a world of frustration.
  • A clear idea of what you want to export: Are you grabbing just emails? Full contact records? Settle this before you start clicking.
  • File format requirements: Most CRMs take CSVs, but some want XLSX or even direct integrations. Double-check.

Pro tip: If you’re doing this for the first time, use a test batch of 5–10 leads. You’ll catch errors before you make a mess.

Step 1: Organize Your Lead List in Infotelligent

Before you think about exporting, spend a few minutes cleaning up your list inside Infotelligent.

  • Filter out junk: Remove incomplete records, duplicates, or leads outside your target criteria.
  • Segment as needed: If your CRM has different pipelines or lists, set up segments in Infotelligent that match.
  • Review custom fields: Double-check any custom fields you want to bring over. If your CRM doesn’t have a matching field, you’ll need to create one or skip it.

What works: Keeping export lists focused and clean.
What doesn’t: Trying to export your entire database “just in case.” You’ll end up with a mess.

Step 2: Export Leads from Infotelligent

Here’s how to get your leads out:

  1. Select your leads: Use Infotelligent’s filters to select the contacts or accounts you want.
  2. Click the export button: Usually, there’s an “Export” or “Download” button at the top or in a dropdown.
  3. Choose export format: Pick CSV unless your CRM says otherwise.
  4. Pick your fields: Infotelligent usually lets you choose which columns/fields to export. Only select what you need.
  5. Download the file: Save it somewhere easy to find.

Heads up: Some plans limit the number of exports or records per month. Don’t burn through your quota on test runs.

Step 3: Prep Your Data for Import

Don’t skip this. Even a “perfect” export file nearly always needs a little work.

  • Open the CSV/XLSX in Excel or Google Sheets.
  • Check for weird characters: Watch for strange symbols, line breaks, or encoding errors.
  • Standardize columns: Rename columns to match your CRM’s field names exactly. If your CRM wants “First Name” instead of “Firstname,” fix it now.
  • Remove blanks and duplicates: Most CRMs choke on empty rows or duplicate emails.
  • Format phone numbers and dates: Make sure they match your CRM’s required format (e.g., “(555) 123-4567” vs. “5551234567”).

Ignore: Fancy formatting, colors, or formulas. CRMs only care about plain text.

Pro tip: Save two copies—one as your backup, one as your “ready to import” file.

Step 4: Import Leads into Your CRM

Every CRM is a little different, but the basic steps are the same:

  1. Log in with admin rights.
  2. Find the import option: Usually under “Leads,” “Contacts,” or in the settings.
  3. Upload your CSV/XLSX file.
  4. Map your columns: This matters! Make sure “Company” in your file matches “Company Name” (or whatever your CRM uses).
  5. Set deduplication rules: Most CRMs will ask how to handle duplicates. Decide if you want to skip, update, or create new records.
  6. Run a preview/import: Most tools will show you a sample. Check for errors before committing.
  7. Confirm and import: Cross your fingers.

What works: Double-checking your field mapping.
What doesn’t: Blindly clicking “import all” and hoping for the best.

Step 5: Sanity Check—Did It Work?

Don’t assume everything landed perfectly. Here’s how to spot problems before they snowball.

  • Spot-check a few records: Look up 5–10 random leads in your CRM. Are all fields filled in correctly?
  • Check for missing data: Are emails, phone numbers, and company info where they should be?
  • Look for formatting weirdness: Extra spaces, broken names, or fields in the wrong place.
  • Review error logs: Most CRMs give you a report if something failed to import. Read it.

If you spot issues, fix your source file and re-import (delete your test records first, if needed).

Step 6: Set Up an Ongoing Workflow

If this is a one-time thing, congrats—you’re done. If you’ll do this more than once, make it easier for future you.

  • Save your field mapping template: Many CRMs let you save mapping rules for next time.
  • Document your steps: Jot down any quirks or “gotchas” you hit. You’ll forget by next month.
  • Automate if it’s regular: If you’re exporting/importing daily or weekly, look into integrations, Zapier, or built-in connectors. But only automate after you’ve done it manually a few times.

Pro tip: Don’t automate a broken process. Clean it up first.

What to Ignore (Mostly) and What to Watch Out For

Ignore:

  • Exporting every available field: You’ll just clutter your CRM with junk you’ll never use.
  • Trying to make Infotelligent do your CRM’s job: It’s a lead source, not a sales pipeline.

Watch out for:

  • Field mismatches: This is the #1 way data gets lost.
  • Data privacy: Don’t dump sensitive info into your CRM if you don’t have permission.
  • Export limits: Some Infotelligent plans are strict about this. Don’t get locked out.

Honest Pros, Cons, and Gotchas

What works:
- Keeping it simple—export only what you need. - Testing with a small batch. - Being picky about your field mapping.

What doesn’t:
- Assuming “export” and “import” mean the same thing across platforms. - Rushing. You’ll pay for it later with messy data. - Automating before you really understand the process.

Biggest gotcha:
- Accidentally overwriting good CRM data with bad info from your export. Always back up before big imports.

Wrapping Up: Keep It Simple, Stay Flexible

Exporting leads from Infotelligent to your CRM isn’t rocket science—but it’s rarely plug-and-play. Take a few extra minutes to clean data, map fields, and test before you go all-in. You don’t need to build a perfect process right away. Start simple, tweak as you go, and don’t be afraid to ignore features you don’t need.

If you hit a snag, back up, fix it, and try again. The first run’s the hardest—after that, you’ll fly through it.