If your sales team is drowning in spreadsheets, chasing stale leads, or just plain tired of contact chaos, this one’s for you. Whether you’re new to Phoneburner or just want to get your contacts sorted out once and for all, this guide’ll show you the real steps, the gotchas, and the stuff you can skip. No fluff—just what works.
Step 1: Prep Your Contact Data Before Importing
Let’s get real—most contact imports go wrong before you even hit “upload.” Clean data saves you headaches later.
What to do:
- Use a spreadsheet (CSV or XLSX): Stick with CSV for fewer surprises.
- Columns Matter: Make sure your columns match what you want in Phoneburner (name, phone, email, company, etc.).
- Ditch the junk: Remove duplicates, blank rows, weird characters, or old leads you don’t want.
- Field mapping prep: Label your columns clearly (e.g., “First Name” not “FName”).
Pro tip: If your CRM exports a ton of fields you’ll never use, delete them now. Less is more.
Step 2: Log Into Phoneburner and Head to the Contacts Area
This seems obvious, but Phoneburner hides things in menus.
- Log in to your Phoneburner account.
- Find the “Contacts” tab in the main menu. That’s your home base.
Don’t get distracted by the “Dial Sessions” or “Reports” tabs yet. Stay focused.
Step 3: Start the Import Process
Here’s where you actually bring your contacts in.
- In the Contacts area, look for the “Import” button (usually top right).
- Click “Import,” then select “Import from File.”
- Upload your CSV (or Excel) file.
What works: Most sales teams should stick with CSV. Excel works, but can sometimes mess up phone numbers (Excel loves to format them weirdly).
Step 4: Map Your Columns (Don’t Rush This)
Phoneburner will try to guess which of your columns go where. Sometimes it’s right, sometimes it’s way off.
- Double-check every field: Name, email, phone—make sure they land where they should.
- Custom fields: If you have things like “Lead Source” or “Last Contacted,” you can map these to custom fields in Phoneburner.
- Ignore columns that don’t matter (leave them unmapped).
What to watch out for:
- Don’t map the same column twice.
- If you mess up here, you’ll end up with contacts missing info or in the wrong place. Fixing it later is a pain.
Step 5: Choose a Folder or Create a New One
Folders in Phoneburner are like buckets for your contacts. Use them.
- Assign your imported contacts to a folder—think “2024 Prospects” or “Trade Show Leads.”
- You can create a new folder on the fly during import.
Why bother?
If you dump everything into one pile, you’ll be lost in a week. Folders make it easy to dial by list or track different campaigns.
Step 6: (Optional) Tag Your Contacts
Tags are like sticky notes—useful if you actually use them, pointless if you don’t.
- Add tags like “hot,” “follow-up,” or “newsletter.”
- Don’t go overboard. Too many tags = mess.
Pro tip:
Tags help you filter contacts later, but keep your tag list tight and meaningful.
Step 7: Finish Import and Double-Check the Results
Hit “Import.” Phoneburner will chew on your file and spit out a summary.
- If there are errors (missing emails, bad phone numbers), Phoneburner will flag them.
- Download the error report if you want to fix and re-import the rejects.
Reality check:
No import is perfect. You’ll always have a few rejects—don’t stress. Focus on the bulk of your contacts.
Step 8: Set Up Contact Views and Filters
Now your contacts are in, but you need to actually work with them.
- Use folders, tags, and filters to create call lists (e.g., “All hot leads from last week”).
- Save these filters as “Views” if you use them often.
What’s worth your time:
- Setting up a few core views (like “New Leads This Month”) saves clicks for your team.
- Ignore the urge to overcomplicate with a dozen views—simpler is better.
Step 9: Assign Contacts to Sales Reps (If You’re a Team)
If you’re flying solo, skip this. For teams:
- In the Contacts area, select the contacts you want to assign.
- Use the “Assign” button to pick a team member.
- You can assign in bulk after import, or one-off as needed.
Honest take:
Phoneburner’s assignment is basic—it’s not going to magically round-robin or balance workload. You have to manage this.
Step 10: Keep Contacts Up-to-Date (AKA, Don’t Let Your List Rot)
Importing isn’t a “set and forget” thing.
- Encourage reps to update notes and statuses as they call.
- Set a recurring reminder to clean up dead leads or update info—monthly is realistic.
- Re-import updated lists if you have changes elsewhere, but watch for duplicates.
Pro tip:
If you’re syncing with another CRM, double-check how updates flow. Sometimes you’ll end up with “ghost contacts” or duplicates if you don’t set rules.
What Actually Works (And What Doesn’t)
- Works: Keeping folders and tags simple. Regular cleanup. Training your team to update contact info.
- Doesn’t: Importing every field “just in case.” Letting contacts pile up with no structure. Relying on tags no one uses.
- Ignore: Fancy automations or integrations you don’t need. Start basic, then add tools as you outgrow them.
Wrapping Up: Keep It Simple, Iterate Often
Don’t let perfect get in the way of “good enough.” The best sales teams in Phoneburner keep their contact lists lean, organized, and up-to-date—not over-engineered. Start with these steps, fix things as you go, and don’t be afraid to prune your lists. You’ll spend less time fighting your CRM and more time actually talking to leads—which is what matters.
Now, go import that list—don’t overthink it.