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Implementation
The Manual Lead Upload Nightmare: Solved
For sales teams, the weekly grind of manually uploading leads is a significant time drain. Imagine spending 6-8 hours every week on tedious data entry instead of closing deals. The manual process is not only time-consuming but also prone to errors, leading to missed follow-ups and lost opportunities. Modern platforms, like ConversAI, can handle 10,000+ leads in minutes, transforming your sales workflow. But beyond the speed, the accuracy and strategic use of that data are key. This guide walks you through how to optimize your lead import process to maximize your ROI.
Imagine this: A company recently discovered that a delayed import of 2,000 leads resulted in a missed opportunity worth a staggering ₹25L. The time wasted on fixing import errors could have been spent engaging with potential clients, ultimately impacting their bottom line. Don't let that happen to you.
Lead Data Preparation: The Foundation for Success
Before you even think about clicking that "Import" button, take a moment to clean and prepare your data. This step is crucial for ensuring accuracy and maximizing the effectiveness of your AI voice agent campaigns.
Minimum Required Fields:
✅ Name: First and last name are highly recommended.
✅ Phone Number: Include the country code.
❌ Email: Optional, but strongly encouraged for omnichannel engagement.
Optional High-Value Fields:
Lead Source (e.g., Google Ads, referral, website)
Industry/Company
Location (city/state)
Budget Range
Interest Level (hot/warm/cold)
Last Contact Date
Assigned Sales Rep
Data Cleaning Checklist:
☐ Remove duplicate phone numbers (Excel: Data > Remove Duplicates)
☐ Format phone numbers consistently: e.g., +91XXXXXXXXXX
☐ Fix special characters in names (remove emojis, extra spaces)
☐ Validate email formats (use Excel formula: =IF(ISERROR(FIND("@",A2)),"Invalid","Valid"))
☐ Standardize location names (e.g., Mumbai, not Bombay)
☐ Remove test/fake data
Common Issues:
❌ Phone: "91-9876543210" → ✅ "+919876543210"
❌ Name: "john doe" → ✅ "John Doe"
❌ Empty rows in the middle of your CSV file
❌ Multiple headers in your CSV file
CSV Import Process: A Step-by-Step Guide
Let's walk through the ConversAI import wizard to show you how streamlined importing your leads can be.
Step 1: Prepare CSV File
Your CSV should look like this:
first_name,last_name,phone,email,lead_source,budget
Rahul,Sharma,+919876543210,rahul@example.com,Website,10-25L
Priya,Patel,+919123456789,priya@example.com,Google Ads,25-50L
ConverseAI Import Wizard Screens:
Screen 1: Upload File
Drag & drop CSV (max 50MB, 100K rows)
Automatic encoding detection (UTF-8, ISO-8859-1)
Preview the first 10 rows
Screen 2: Field Mapping
Left column: Your CSV headers
Right column: ConverseAI fields (dropdown)
Auto-mapping based on header names
Custom field creation on-the-fly
Example Mapping:
Your CSV → ConverseAI Field ----------------------------------------- "Client Name" → Name "Mobile" → Phone Number "Email Address" → Email "Inquiry Source" → Lead Source (custom) "Property Budget" → Budget (custom)Screen 3: Validation
✅ Shows the number of valid rows
⚠️ Identifies rows with issues (e.g., duplicate phone numbers, invalid formats) and offers solutions.
Preview changes before import
Screen 4: Import Settings
Assign to agent: [Dropdown]
Default status: New Lead
Schedule calls: Immediately / Scheduled time
Business hours: 10 AM - 7 PM
Max calls per day: 100
Screen 5: Confirmation
Import initiated: Shows number of leads to be imported
Estimated completion time
Background process, allowing you to close the window
Result:
Leads imported successfully.
Calls are scheduled.
You'll receive a notification upon import completion.
Custom Fields for Industry-Specific Data: Unleash the Power of AI Qualification
Standard CRM fields are often too generic. Custom fields allow you to capture data that's specific to your industry, improving the relevance and effectiveness of your AI qualification scripts.
Why Custom Fields Matter:
Every industry has unique data needs.
Standard CRM fields don't fit all use cases.
Enables better AI qualification.
Examples by Industry:
Real Estate: Property Type, Location Preference, Budget Range, Possession Timeline, BHK Configuration
Insurance: Policy Type, Current Insurer, Premium Range, Family Size, Existing Coverage Amount
EdTech: Course Interest, Education Level, Preferred Start Date, Learning Mode, Budget
ConverseAI Implementation:
Create custom fields in the UI (no coding required).
Choose data type: Text, Number, Dropdown, Date.
Use custom fields in AI qualification scripts.
Custom fields are searchable and filterable in the lead list.
They are also exported in analytics reports.
CRM Integration: Connecting ConverseAI with Your Existing Systems
Integrating ConverseAI with your CRM creates a seamless workflow and ensures that your sales team has access to the most up-to-date lead information.
Why Integrate with CRM:
Single source of truth for lead data.
Automatic sync of call outcomes.
Sales team sees AI qualification results directly in their CRM.
Enables closed-loop ROI tracking.
Supported CRMs:
Salesforce
HubSpot
Zoho CRM
Pipedrive
Custom via API/Webhooks
Option 1: Salesforce Integration
Setup Steps:
Navigate to Settings > Integrations > Salesforce.
Click "Connect Salesforce".
Authenticate with your Salesforce admin account.
Grant necessary permissions (Read Leads, Write Tasks, Update Fields).
Map ConverseAI fields to Salesforce fields.
Sync Behavior:
Initial Sync: Import existing Salesforce leads (one-time).
Real-Time Sync:
New lead in Salesforce → Auto-imported to ConverseAI.
Call completed → Updates Salesforce lead with:
Last Activity Date
Call Outcome
Next Follow-Up Date
Call Recording URL (in Notes)
Option 2: HubSpot Integration
Install the ConverseAI app from the HubSpot Marketplace. Authenticate with your HubSpot API key and configure the webhook for two-way sync.
Option 3: Custom CRM (Webhook/API)
ConverseAI provides a webhook URL. Configure your CRM to POST lead data in JSON format. ConverseAI responds with the lead ID. Use this ID to track the lead in your system.
Lead Deduplication: Keeping Your Data Clean and Efficient
Duplicate leads can waste valuable call time and annoy potential customers. ConverseAI's deduplication features help you maintain a clean and efficient lead database.
ConverseAI automatically checks phone numbers upon import. You can choose to skip duplicates, merge them, or create new leads with a tag to differentiate them.
Lead Segmentation & Filtering: Targeting the Right Leads
Segmenting your leads allows you to tailor your messaging and prioritize your efforts, leading to higher conversion rates.
Use ConversAI filters to segment leads by source, status, custom field (e.g., budget, location), call outcome, and date.
Bulk Actions: Streamlining Your Workflow
Bulk actions save you time by allowing you to perform the same action on multiple leads simultaneously.
Schedule calls, change agent assignments, update lead status, add tags, export to CSV, and delete leads in bulk.
Real-World Implementation Example: Solar Panel Company
A solar panel company imports 2,500 leads from trade shows into ConversAI. They clean the data, map custom fields like "Estimated Roof Area," and assign the leads to an AI agent configured to qualify leads based on roof area, ownership status, and budget. Within a week, the company schedules 187 site visits and closes 45 installations, resulting in a ₹1.2 crore revenue with a 3,400% ROI.
Troubleshooting Common Issues
Import stuck at "Processing": Split large CSV files into smaller files.
Phone numbers not calling: Ensure correct phone number format (e.g., +91 prefix).
Custom fields not showing in AI script: Edit and re-save the agent configuration.
CRM sync not working: Reconnect the integration in Settings.
Duplicates not detected: Standardize phone formats before import.
Conclusion
ConverseAI Labs empowers your sales team to import leads in minutes, integrate with your CRM, and leverage custom fields for industry-specific qualification. Bulk actions streamline your workflow, saving time and increasing efficiency.
Ready to transform your lead import process? Request a free lead import consultation today!
About ConversAI Labs Team
ConversAI Labs specializes in AI voice agents for customer-facing businesses.