How to import and clean large contact lists in GetSales for accurate outreach

Let’s be honest: importing big contact lists into any CRM is usually a headache. If you’re here, you’re probably tired of bad email addresses, duplicate records, and shot-in-the-dark outreach that goes nowhere. This guide is for sales teams and marketers who want to get their contact data right from the start—so you don’t waste time, annoy prospects, or end up in spam folders.

We’ll walk through how to import and clean large lists using GetSales, with practical advice on what actually matters (and what’s just busywork). No fluff, just straight talk and actionable steps.

Step 1: Get Your List Ready Before You Even Touch GetSales

It’s tempting to just dump your spreadsheet into GetSales and hope for the best. Don’t. Garbage in, garbage out. Here’s what to do first:

  • Stick to one file format: Use CSV or XLSX. CSV is safest—no weird formatting surprises.
  • Standardize your columns: Make sure every contact has the same fields in the same order. Typical must-haves: First Name, Last Name, Email, Company, Phone.
  • No merged cells or formulas: Keep it simple. GetSales (and most CRMs) hate complicated Excel wizardry.
  • Purge obvious junk: Delete empty rows, sample data, or test emails. These will just clog up your CRM later.

Pro tip: If you’re dealing with a list from marketing, event signups, or LinkedIn scraping, chances are there’s a lot of noise. Take 10 minutes to spot-check and clear out anything that looks sketchy.

Step 2: Clean Up Emails and Duplicates—Don’t Rely on “Import Magic”

People love to say, “Our CRM cleans everything automatically!” Reality: No software catches everything, especially with huge lists.

Check for Duplicates

  • In Excel/Google Sheets: Use “Remove Duplicates” on the email column. It’s not perfect, but it’s fast.
  • If you have multiple lists: Combine them first, then deduplicate. You want one “master list,” not a patchwork of maybe-duplicates.

Validate Email Addresses

  • Look for obvious typos: Stuff like “gmal.com” or “yaho,com.” Quick search and replace can fix a lot.
  • Use a bulk email verifier: Tools like NeverBounce, ZeroBounce, or Hunter.io can flag invalid or catch-all domains. Yes, it costs money. Yes, it’s worth it if you’re doing real outreach.

Don’t bother: With “free” email validators or Chrome extensions that promise to check 10,000 emails for nothing. They miss a lot and sometimes sell your data.

Step 3: Map Your Fields Before Importing

GetSales will ask you to map your spreadsheet columns to its fields. If you skip this, things get messy fast.

  • Match your columns: Make sure “First Name” in your file lines up with “First Name” in GetSales—not “Custom Field 2.”
  • Decide what matters: Don’t import junk columns like “Last Clicked Ad” or “Notes from 2018.” Less is more.
  • Set up custom fields: Only if you actually need them for segmentation or personalization. Otherwise, default fields are fine.

Heads up: If you have a “Full Name” column, split it into “First Name” and “Last Name” before importing. GetSales (like most CRMs) handles names separately.

Step 4: Import the List into GetSales

Alright, moment of truth. Here’s how to do it without pulling your hair out:

  1. Log in to GetSales.
  2. Find the import tool: Usually under “Contacts” or “Import Contacts.” If you can’t find it, check their help docs or support.
  3. Upload your CSV/XLSX file.
  4. Map the columns: Double-check that each spreadsheet column matches the correct GetSales field.
  5. Set deduplication rules: Most systems let you pick a unique field (usually email) to avoid creating duplicates. Use this.
  6. Preview your import: GetSales will usually show a sample. Look for weird stuff like all names in one field, or missing data.
  7. Start import. Don’t refresh your browser or close the window.

What to ignore: Fancy options like “auto-tagging” every contact unless you really need it. It’s easy to add tags later if you want to segment.

Step 5: Spot-Check and Clean Up After Import

Even after all that, things slip through. Spend 10 minutes checking:

  • Randomly sample 10-20 records: Are the names, emails, and companies in the right fields?
  • Search for duplicates: Try searching by common first names or companies. Some dupes always sneak in.
  • Check for missing data: If you see a bunch of blank fields, go back to your source file and see what happened.

Pro tip: If something’s really wrong (like every contact’s company is listed as their email), it’s faster to delete the import and start over than to fix records one by one.

Step 6: Segment and Tag for Outreach—but Don’t Overthink It

Now that your contacts are actually in GetSales, make them useful. But don’t go tag-crazy.

  • Basic segmentation: Separate by industry, lead source, or persona—whatever makes sense for your outreach.
  • Use simple tags: “Webinar2024,” “Customers,” “Prospects.” You can always get more granular later.
  • Skip the urge to over-tag: If you add 15 tags per contact, you’ll drown in your own system.

Step 7: Test Your Outreach—Don’t Blast Right Away

Before you hit “send” on a big campaign, sanity-check your cleaned list.

  • Send a test campaign to yourself and a few team members: Make sure merge fields (like first name) work, emails look good, and nothing is broken.
  • Monitor bounce rates: If more than 2-3% of emails bounce, something’s off—go back to your list and check again.
  • Look for spam traps: High bounce rates or lots of spam complaints mean your list isn’t as clean as you thought.

Don’t believe the hype: No tool will make a bad list magically effective. If you’re getting terrible results, revisit your data, not just your email copy.

What Actually Matters (and What Doesn’t)

Here’s the deal:

  • Do: Spend time on email validation and deduplication. It saves you headaches down the road.
  • Don’t: Obsess over every single field or build a 40-column spreadsheet. Focus on what you’ll actually use.
  • Do: Segment contacts in a way that matches your real outreach goals.
  • Don’t: Assume GetSales (or any CRM) will fix everything for you. Manual checks still matter.

Skip shiny features like “AI-powered enrichment” unless you know exactly what you’re getting. Most of the time, these tools just add noise.

Keep It Simple, Iterate, and Don’t Sweat Perfection

Importing and cleaning large contact lists in GetSales doesn’t have to be a production. The goal is to reach real people—not to have a “perfect” database. Get the basics right, run a test, learn, and adjust as you go. The best outreach comes from clean, focused lists and simple systems you actually use.

Now, go make your outreach worth your time.