How to export and organize verified leads from Verifybee to your sales tools

If you’re collecting leads with cold email, LinkedIn, or web forms, you know the hardest part isn’t finding contacts—it’s making sure your “leads” are real and then actually getting them into your sales workflow without a mess. This guide is for folks who use Verifybee to verify leads and want a no-nonsense way to get those contacts organized in their sales tools, whether that’s a CRM like HubSpot, a spreadsheet, or something custom.

We’ll walk you through clean exports, common pitfalls, and how to make sure your sales team isn’t stuck sorting through junk data. If you want a magic button that does everything, go read a product landing page. If you want the real playbook, keep reading.

Step 1: Make Sure You’re Actually Collecting Good Data

Before you even think about exporting, double-check that you’re not just verifying a bunch of garbage. Here’s what people get wrong:

  • Unfiltered imports: Don’t dump every scraped contact or form submission into Verifybee. Garbage in, garbage out.
  • Fields you’ll use later: Only collect what you actually plan to use—if you’re never going to segment by “Company Size,” skip it now.
  • Duplicates: Get rid of them up front. Verifybee does some deduping, but don’t rely on any tool to fix a messy list after the fact.

Pro tip: Do a quick spot check in Verifybee. Filter by “invalid” and “catch-all” results. If more than 10–15% come up, you probably need to revisit your source list.

Step 2: Verify and Clean Up Leads in Verifybee

Once your leads are in Verifybee, use its tools to clean things up:

  • Run verification: Make sure every contact runs through the email and phone validation. If you’re just exporting unverified leads, you’re wasting money and time down the line.
  • Use tags or lists: Organize your leads by source, campaign, or any criteria you’ll care about later. This makes your exports way easier to manage.
  • Review results: Focus on “Valid” or “Accept All” contacts. Ignore or clearly mark “Invalid” and “Unknown” so you don’t export them by mistake.

What to Ignore

  • Don’t bother exporting every possible field. The more columns you have, the more headaches you’ll create for yourself (and your CRM).
  • Don’t trust “Accept All” emails blindly. These are technically deliverable, but some will bounce. Use them as a last resort or in lower-touch campaigns.

Step 3: Export Your Leads From Verifybee

Let’s get practical. Here’s how to actually get your leads out:

  1. Go to your cleaned list: In Verifybee, pick the exact list or filtered view you want to export.
  2. Select your leads: Use filters (like “Valid” emails only) to avoid exporting junk.
  3. Choose Export: Most users will go for CSV. It’s the most universally accepted format—works with spreadsheets, CRMs, and import tools.
  4. Pick fields: Only include fields you actually need. Name, email, phone, company—leave out “favorite color” unless you’re selling crayons.
  5. Download the CSV: Save it somewhere obvious (e.g., a shared drive or organized folder, not “Downloads (16)”).

Heads up: Large exports can get messy. If you’re working with thousands of leads, split them up by campaign/date/source before exporting. Smaller files = less pain if you need to re-import or fix something.

Step 4: Prep Your Data for Import

Here’s where most people screw up. Your CRM or sales tool will choke if the data isn’t formatted right. Spend 10 extra minutes here and save hours of headaches.

  • Open your CSV in Excel or Google Sheets.
  • Standardize column names: Match them to your CRM (e.g., “First Name” not “FName”).
  • Fix weird characters: Watch for odd symbols, especially if names come from non-English sources.
  • Remove empty rows and obvious junk.
  • Check for duplicates: Again. It’s worth repeating.
  • Format phone numbers: Make sure you’re using your CRM’s preferred style—international codes if you need them.

Pro tip: Save a “clean copy” before you start making changes. If something breaks, you’ll thank yourself.

Step 5: Import Leads Into Your Sales Tool

Every tool is a little different, but here are the basics:

For Most CRMs (HubSpot, Salesforce, Pipedrive, etc.)

  • Find the import tool: Usually under “Contacts” or “Leads.”
  • Upload your CSV: Map each column to the right CRM field. Double-check—it’s easy to swap “First Name” and “Company” if you’re not careful.
  • Set owner/assignment rules: If your CRM lets you, assign leads to the right rep or team by default.
  • Tag or segment: Use tags, custom properties, or lists to keep imports organized (e.g., “April Campaign,” “Webinar 2024”).
  • Run a test import: Start with 10–20 leads. Make sure everything lands where you expect before importing the whole batch.

For Spreadsheets (Google Sheets, Excel)

  • Paste or import: Keep your columns clean and use filters to sort by campaign, status, etc.
  • Share with your team: Lock down sensitive columns if needed.

For Automation Tools (Zapier, Make, etc.)

  • Set up a workflow: Some folks connect Verifybee directly to CRMs using Zapier. If you’re comfortable, go for it, but test thoroughly.
  • Watch out for bad data: Automations can make mistakes faster than humans. Always check the first run before letting it rip.

What usually goes wrong:

  • Field mapping errors (e.g., emails end up in the “Phone” column)
  • Duplicates sneaking in
  • Import limits—some CRMs cap how many leads you can upload at a time

Step 6: Organize and Keep Your Leads Useful

Getting leads into your CRM is not the finish line. Here’s how to keep things tidy:

  • Use tags or custom fields: Mark where leads came from and what campaign they belong to.
  • Set up views/filters: So sales reps can focus on what matters (e.g., “New This Week,” “Trade Show Leads”).
  • Schedule regular cleanups: Bad data creeps in over time. Do a monthly check for invalid emails, bounces, or duplicates.
  • Document your process: If you’re not the only one doing imports, write down the steps. Future-you (or your coworkers) will appreciate it.

Pro tip: Don’t build a complicated tagging system you won’t use. Keep it simple—source, campaign, date. That covers 95% of real-world needs.

What to Skip (and What’s Overhyped)

  • Don’t over-automate: Direct integrations are great, but still need oversight. Most “automatic sync” tools miss edge cases and can break silently.
  • Ignore vanity fields: If your sales team never uses “LinkedIn URL,” don’t clutter up your CRM with it.
  • Don’t trust “AI enrichment” blindly: These tools can fill in missing data, but often guess wrong. Double-check anything you actually care about.
  • Don’t pay extra for “advanced exports” unless you know why: Most users are fine with CSV.

Keep It Simple—And Iterate

Exporting and organizing leads from Verifybee isn’t rocket science, but it does reward a little up-front planning. Don’t try to automate everything on day one. Start with clean exports, keep your CRM fields simple, and tweak your process as you go.

Most importantly: only collect and import what you’ll actually use. The best sales teams don’t have the fanciest tech—they just keep their data clean and their process simple. That’s what actually moves the needle.