Best practices for importing and managing large contact lists in Cheapinboxes

So you’ve got a monster contact list and need to get it into Cheapinboxes without creating chaos. Maybe you’re switching platforms, maybe you’re cleaning up an old mess, or maybe you’re just trying not to break the system (or your patience). Either way, this is for you if you manage large lists—think thousands, not dozens—of contacts and want things to run smoothly, not just today but every time.

Here’s how to import and manage big lists in Cheapinboxes without getting burned.

1. Get Your List in Shape Before Importing

Don’t just dump everything in and hope for the best. The single biggest headache comes from messy data—duplicates, junk emails, missing names, weird formatting. Clean it up now, or you’ll be fighting it forever.

What to do: - Remove obvious junk. Look for test addresses (asdf@asdf.com), old bounces, and spam traps. If a contact hasn’t opened anything in years, think twice about importing. - Standardize your columns. Make sure every contact has the same columns: email, first name, last name, etc. No random “notes” or weird formatting. - Check for duplicates. Use Excel’s “Remove Duplicates” or Google Sheets’ “Unique” function. Even if Cheapinboxes has deduplication, you’ll save yourself a lot of hassle. - Use CSV, not Excel files. Cheapinboxes plays nicest with CSV. Export as CSV before uploading—this strips out hidden formatting that can break imports.

Pro tip: Don’t trust that your list is “probably fine.” Take ten minutes and spot-check. Garbage in, garbage out.

2. Understand How Cheapinboxes Handles Imports

Cheapinboxes isn’t magic—it’ll do what you tell it, right or wrong. Here’s what matters:

  • Column mapping: When you import the file, you’ll be asked to match your columns to Cheapinboxes fields. If you have a “FirstName” instead of “First Name,” map it manually.
  • Supported fields: Stick to basics—email, name, maybe a tag or two. Don’t bother importing weird custom fields unless you know you need them.
  • Deduplication: Cheapinboxes will usually warn you if you’re about to import duplicates, but don’t rely on it to catch everything.
  • Size limits: Some plans or browser uploads choke on really large files (50,000+ rows). If you get errors, break your file up into smaller chunks (10k or so contacts at a time).

What to skip: Don’t bother trying to import “preferences” or “engagement” data from other tools unless you absolutely need it and know how to map it. Simple is better.

3. Step-by-Step: Importing a Large Contact List

Here’s how to actually do the thing, without drama:

  1. Log in to Cheapinboxes and go to Contacts.
  2. Click “Import” or whatever button gets you to the import wizard.
  3. Upload your CSV file. If you have many thousands of contacts, give it a minute.
  4. Map your columns. Double-check that “Email” matches to “Email,” not “Name.” This is where things often go sideways.
  5. Decide how to handle duplicates. Most people want to update existing contacts, not create new ones. Pick accordingly.
  6. Apply tags or lists as needed. If you want all these contacts grouped, tag them now. It’s a pain to do later.
  7. Preview the import. Cheapinboxes usually shows a handful of rows before you hit “Go.” Scan for weirdness.
  8. Start the import and wait. Don’t reload the page. Big files can take several minutes.
  9. Check the results. Cheapinboxes will report failures. Download the error file, see what didn’t import, and why.

If you hit errors: Nine times out of ten, it’s a formatting issue—extra commas, bad emails, missing required fields. Fix those and try again.

4. After the Import: Sanity Checks and First Actions

You’re not done yet. A few quick checks now will save you from embarrassment later.

  • Spot-check random contacts. Did first names land in the right place? Are tags there?
  • Search for obvious duplicates. Sometimes “John Smith” and “john.smith” sneak by. Merge or delete as needed.
  • Segment your list. Don’t blast everyone. Use tags or filters to break lists up by source, date added, or whatever matters to you.
  • Test send to a tiny segment. Send a basic email to yourself and a few test contacts. Make sure nothing’s broken, and personalization works.
  • Check compliance. If you imported emails from old sources, make sure you have permission to contact them. You really don’t want to get flagged for spam.

5. Keep Your List Healthy Over Time

You’ve imported your list, but the real work is keeping it clean.

  • Regularly remove bounces and unsubscribes. Cheapinboxes usually does this automatically, but check that it’s working.
  • Prune inactive contacts. If people haven’t opened in six months, consider sunsetting them. Large, inactive lists hurt your deliverability.
  • Export backups occasionally. Download your list every so often. Not because Cheapinboxes will lose it, but because stuff happens and you want a fallback.
  • Don’t over-segment. It’s tempting to create a tag for every little thing. Resist. The more complicated your list, the harder it is to manage.

What doesn’t matter as much as you think: Fancy automations or custom fields. Unless you have a team running advanced campaigns, stick to basics.

6. Common Pitfalls (and How to Dodge Them)

Here’s what trips up most people:

  • Assuming your list is clean. It probably isn’t. Take the time to check.
  • Uploading Excel files directly. Always use CSV. It’s less error-prone.
  • Ignoring errors. If Cheapinboxes says 500 contacts failed, don’t just shrug. Fix them or you’ll lose real people.
  • Not tagging imported lists. If you don’t tag by source or date, you’ll regret it when trying to segment later.
  • Importing too much at once. Big files can time out. If you’re importing 100,000+ contacts, split into chunks.
  • Over-complicating fields. Stick to what you need. Extra fields just make things messy.

7. Honest Takes: What Works, What Doesn’t, and What to Ignore

What works: - Clean, simple CSV files. - Tagging by source or campaign. - Regular list pruning.

What doesn’t: - Hoping automation will fix a bad list. - Relying on Cheapinboxes’ deduplication to save you from yourself. - Importing every field “just in case.”

What to ignore: - Overly complex import templates. - Third-party “list cleaning” services for small lists. (For huge, purchased lists—sure. Otherwise, DIY is fine.) - Any advice telling you to “segment by 20+ categories.” You’ll never use them.

Keep It Simple, Keep It Clean

The real trick to managing big contact lists in Cheapinboxes? Don’t overthink it. Start with a clean, well-organized CSV, import in logical chunks, and check your work. Resist the urge to overcomplicate things with endless tags and fields. If something’s not working, back up, simplify, and try again. You’ll thank yourself later.