If you’re dealing with B2B leads, you know the pain: messy spreadsheets, duplicate contacts, and endless manual sorting. You want a system that just works—one that lets you import a list, slice it up the way you need, and actually find the leads worth your time. This guide is for anyone who’s tired of wrestling with clunky tools and wants to make the most out of Closelyhq for importing and segmenting B2B leads, without the fluff.
Step 1: Prep Your Lead Data—Don’t Skip This
Before you even log in to Closelyhq, get your lead list in order. Seriously, this step saves headaches later.
What works:
- Use a clean CSV or Excel file. Closelyhq prefers CSV, so stick with that if you can.
- Make sure each column has a clear header: First Name, Last Name, Email, Company, Job Title, etc.
- Spot-check for weird characters, duplicate rows, or empty fields. Fix these now, or you’ll pay for it later.
What doesn’t matter: - Fancy formatting or colors in your spreadsheet—they won’t carry over. - Extra columns you don’t plan to use. Closelyhq lets you ignore them during import.
Pro tip: If you have country codes, use a standard format (like “US” instead of “United States of America”). It’ll help with filtering and segmentation later.
Step 2: Importing Leads into Closelyhq
Now for the part that should be easy—and with Closelyhq, it mostly is, as long as your data’s clean.
- Log in to your Closelyhq account.
- Go to the “Leads” or “Contacts” section—depending on what they’re calling it this week.
- Look for an “Import” or “Upload” button. Click it.
- Upload your CSV file.
- Match your columns to Closelyhq fields. The system tries to guess, but double-check it got things right. If you’ve got a column it doesn’t recognize, you can usually skip it or make a custom field.
- Review the preview. Fix any glaring issues now—email typos, mismatched fields, etc.
- Hit “Import.” Wait a second while it crunches the data.
What works: - Importing in batches of a few thousand at a time. Huge imports can fail or bog down. - Mapping only the fields you actually use.
What doesn’t: - Uploading the same list twice. Closelyhq has some duplicate detection, but it’s not perfect. You’ll end up with clutter.
Heads up: If you’re importing leads from LinkedIn or a tool that scrapes data, double-check for missing or wonky emails. Closelyhq needs valid emails for most automations.
Step 3: Tidy Up—Deduplication and Basic Hygiene
You’ve imported your leads, but don’t pat yourself on the back just yet. Messy data now means pain later.
- Run deduplication: Closelyhq has built-in tools for this, but don’t expect magic. It mostly checks for exact email matches.
- Merge duplicates manually: If you see “John Smith” at “Acme Inc.” three times with slightly different emails, fix it now. Automation can’t read your mind.
- Update incomplete records: If you notice missing job titles or company names, fill them in if you can. You’ll thank yourself when segmenting.
What works: - Regularly cleaning your database after every big import. - Creating a workflow—import, dedupe, segment, repeat.
What doesn’t: - Hoping automation will fix everything. It won’t.
Step 4: Smart Segmentation—The Real Power Move
Here’s where most people get lazy. Don’t just dump all your leads into one big list and hope for the best. Segmentation is what makes Closelyhq actually useful.
How to Segment in Closelyhq
- Use filters: Closelyhq lets you filter by almost any field—industry, job title, location, company size, whatever you’ve got in your data.
- Create segments or lists: Once you filter, save that view as a segment or a smart list. Give it a clear, practical name—like “SaaS CEOs in US” or “Manufacturing Leads Europe.”
- Tag leads: Tags are simple but underrated. Add tags for things like “VIP,” “Webinar Attendee,” or “No Response.” You can usually bulk-tag from a filtered view.
What works: - Getting granular, but not ridiculous. You don’t need 50 micro-segments—just enough to run targeted campaigns. - Using combinations, like “Industry = Healthcare” AND “Seniority = Director+” for higher-quality lists.
What doesn’t: - Relying on default segments (like “All Contacts” or “Recently Added”). They’re too broad to be useful. - Overthinking it. If you’re stuck, start with broad segments and refine later.
Pro tip: If you’re running outreach, segment by engagement too—like “Opened Email” or “Clicked Link.” Closelyhq often tracks this if you’re using their email tools.
Step 5: Use Segments for Actual Work—Campaigns, Exports, and More
Now that you’ve got segments, make them work for you.
- Targeted campaigns: Send emails or LinkedIn messages to specific segments, not your whole list.
- Export for other tools: If you use other CRMs or sales tools, export just the segments you need. Keeps things clean elsewhere.
- Drip and nurture: Closelyhq lets you set up automations based on segments. Use this for follow-ups, not just initial outreach.
What works: - Testing campaigns on small, high-quality segments before blasting a big list. - Regularly updating segments as leads move through your pipeline.
What doesn’t: - Treating segments as static. Your leads change jobs, companies, and priorities. Refresh your segments every quarter at least.
Heads up: Automation is great, but don’t “set and forget.” Keep an eye on campaign results and tweak your segments as needed.
Step 6: Avoid Common Pitfalls and Time Wasters
No tool is perfect. Here’s what to watch out for with Closelyhq:
- Overcomplicating your workflow: If you spend more time segmenting than selling, you’re missing the point. Keep it simple.
- Assuming all integrations work flawlessly: Closelyhq connects with some tools, but check for glitches, especially with custom fields.
- Chasing “enrichment” features: Some platforms promise to fill in missing data automatically. In reality, results are hit-or-miss. Use enrichment as a bonus, not a crutch.
- Ignoring privacy flags: If you’re importing European leads, pay attention to GDPR compliance. Don’t just blast everyone.
Pro tip: If you’re in doubt about a feature, test it with a small list before making it part of your workflow.
Step 7: Iterate—Don’t Expect Perfection
Your first import and segmentation pass won’t be perfect. That’s normal. The real trick is to keep it simple, make small improvements, and not let “organizing” become your main job.
- Check results: Are your campaigns getting replies? Are your segments too broad or too narrow?
- Adjust as you go. Delete segments you don’t use. Rename lists if they get confusing.
- Ask your team for feedback. Sometimes a fresh pair of eyes spots a pattern you missed.
Keep It Simple and Keep Moving
Importing and segmenting B2B leads in Closelyhq is mostly straightforward if you focus on clean data, simple segments, and regular maintenance. Don’t get seduced by every shiny feature—stick to what helps you find, reach, and convert the leads that matter. Iterate, don’t overthink it, and you’ll spend less time wrestling lists and more time actually selling.