How to import and clean large prospect lists in Prospeo for better targeting

If you’ve ever stared down a monster CSV of prospects, you know the pain: duplicates everywhere, missing emails, weird formatting, and the creeping sense you might just be sending your best pitch to “test@test.com.” This guide is for anyone who wants to wrangle big lists in Prospeo without losing their mind—or wasting their time chasing the wrong leads.

Here’s the straight-up process for importing, cleaning, and organizing big prospect lists in Prospeo, so you can actually target the right people and skip the busywork.

1. Get Your List Ready Before You Touch Prospeo

Let’s be honest: the best cleanup happens before you ever hit “import.” If your source data is a mess, Prospeo can only do so much. Spend 10-15 minutes upfront and save yourself hours later.

What’s worth fixing up front? - Get rid of obvious junk: Delete test data, empty rows, and spammy entries. - Standardize columns: Name them clearly: First Name, Last Name, Email, Company, etc. - Check for required fields: At minimum, you’ll want Email or Phone—or whatever Prospeo requires to create a contact. - File format: Stick to CSV or Excel. Don’t overthink it; CSV is safest.

Pro tip: If your list is over 10,000 rows, break it into chunks. Prospeo will get grumpy or just time out if you try to upload massive files in one go. Aim for files under 5,000 rows each.

2. Importing Your List into Prospeo

Once your list looks halfway decent, it’s time to get it into Prospeo. Here’s how to avoid the common headaches:

Step-by-step:

  1. Log in to Prospeo. Go to the “Prospects” or “Contacts” section—whatever your plan calls it.
  2. Find the import option. Usually, there’s a button that says “Import,” “Upload,” or something similar.
  3. Upload your file. Pick your cleaned CSV or Excel file.
  4. Map your fields carefully. Prospeo will ask you to match your columns to its own fields. Don’t rush this—misaligned fields are the #1 source of later headaches.
  5. Check the preview. Most systems show you how the data will look before you confirm. If things look weird (names in the company column, etc.), go back and fix the mapping.
  6. Start the import. Hit “Go” (or whatever Prospeo calls it).

What to watch for: - If you see weird error messages, check for special characters or funky formatting in your file. - If Prospeo complains about missing required fields, you probably have blanks in columns like Email. Decide if you want to skip those rows or fill them in.

3. Cleaning Up Duplicates and Garbage Entries

No CRM can read your mind—Prospeo included. Just because you imported once doesn’t mean your data’s ready for prime time.

Here’s what to do next:

  • Run Prospeo’s deduplication tool: Most platforms have a built-in way to find and merge duplicates (usually matching on email or phone). Use it.
  • Skim for obvious junk: Sort by email or company name and look for entries like asdf@asdf.com or Acme Inc. fifty times. Delete or merge as needed.
  • Tag or segment as you go: If you know some leads are “warm” or came from a particular source, tag them now. It’ll save you hassle later.

Pro tip: Don’t obsess over getting every duplicate. Focus on the big, obvious ones. You can always clean up more later, and you probably will.

4. Filling in the Blanks

You’ll almost always have missing info: blank company names, no phone numbers, etc. Decide what’s actually important for your targeting.

  • Must-haves: Email and/or phone, first name. If you’re missing these, the contact probably isn’t worth your time.
  • Nice-to-haves: Company, job title, location. These help with segmentation, but don’t lose sleep if they’re missing.

If you’re tempted to use automated data enrichment tools, here’s a reality check: - They can help, but expect mixed results—especially on large or messy lists. - Don’t pay big bucks for enrichment unless you’re sure it’ll move the needle (e.g., for high-value accounts). - Sometimes, it’s faster to hit LinkedIn or company websites for a quick manual lookup on your top 100 prospects.

5. Segmenting and Tagging for Better Targeting

Once your data’s imported and mostly clean, it’s time to actually make it useful.

Why segment? - Targeting by industry, company size, or role works way better than blasting everyone the same message. - You avoid looking clueless (“Hi, CEO of Acme—do you need help finding a job?”).

How to do it in Prospeo: - Use tags, lists, or custom fields—whatever Prospeo calls them—to bucket people by source, industry, region, or priority. - Don’t overdo it. A few clear segments beat 50 hyper-specific ones you never use. - If you’re not sure where to start, try: Source (e.g., “Webinar 2024”), Status (“New”, “Contacted”, etc.), and Persona (“Marketing Manager”, “Founder”, etc.).

Pro tip: Don’t let “segmenting” become endless busywork. The goal is to make targeting easier, not to build a perfect database.

6. Triage: What to Ignore (for Now)

It’s easy to get lost chasing “perfect” data. Here’s what you can safely skip on your first big import:

  • Filling in every missing field: You’ll never get 100%. Focus on what you need to send a message or make a call.
  • Cleaning up weird capitalization: Fix as you go, or let Prospeo’s formatting tools handle it.
  • Merging every single duplicate: Get the big ones. The rest can wait until you spot them in day-to-day use.
  • Obsessing over enrichment: Most enrichment tools are hit-or-miss. Get your basics right first.

7. Testing Your Targeting (Don’t Skip This)

Before you blast out a campaign:

  • Send a test message to yourself. Make sure merge fields (like First Name) work and don’t look broken.
  • Spot-check a few records. Click into random contacts—do they look right? Are the right tags applied?
  • Try filtering. Make sure you can pull up, say, “all CEOs in California.” If not, fix your tags or segments.

You’ll catch more mistakes this way than any fancy validation tool.

8. Keeping It Clean Going Forward

Congrats, your data’s in. Now, don’t let it rot.

  • Set a regular cleanup schedule. Once a quarter, run Prospeo’s deduplication and delete obvious junk.
  • Train your team. Make sure everyone understands how to import and tag new prospects, so you don’t end up back at square one.
  • Don’t import every list you get. Be ruthless—only add prospects you plan to contact.

Wrap-up: Keep It Simple, Iterate Often

Importing and cleaning big prospect lists in Prospeo isn’t rocket science, but it does take a little discipline. Don’t chase perfection—just get your basics right, segment what matters, and keep cleaning as you go. The best lists are the ones you actually use, not the ones that look perfect in a spreadsheet. Keep it simple, stay skeptical of “magic” tools, and update things as you learn what works. That’s how you actually get better targeting—and fewer headaches.