Contacts
Last update:
07/21/2026
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In this topic
Contacts Overview
- Introduction to Contacts
- Importing & Exporting Contacts
- Using Tags for Contact Segmentation
- Activities, Notes & Communication
- Granting Portal Access to Customers
- Contact Reports & Analysis
- Creating Contacts
Importing Contacts
Tags & Segmentation
Activities & Communication
Portal Access
Contact Reports
Importing & Exporting Contacts
Bulk Importing Contacts
Use the import feature to load contacts from a CSV or Excel file. This is essential when migrating from another CRM or spreadsheet.
Preparing Your File
The simplest approach is to export a sample file first:
- Go to Contacts – switch to List view.
- Click Actions – Export All Records.
- Select these fields: Name, Company Name, Email, Phone, Mobile, Street, City, State, ZIP, Country, Tags.
- Check "Export with External IDs" only if you plan to update existing records later.
- Download the file. Use it as a template – delete the sample rows and add your own data.
Import Field Mapping
Key fields and how to populate them correctly:
| CSV Column Header | How to Fill | Notes |
|---|---|---|
| Name | Full name of the person or company | Required. 150 chars max. |
| Company Name | Company name OR use External ID | If you enter a new name, a new company contact is created. Use an existing name to link to an existing company. |
| Email address | Used for portal login and email communications. Must be unique if the contact has portal access. | |
| Country | Country name (English) | Must match Quickenerp's country names exactly (e.g. "United States", not "USA"). Use the export sample to see exact names. |
| State | State name (English) | Country must be specified first. State names must match Quickenerp's state names. |
| Tags | Tag names separated by commas | Existing tags are matched by name. New tags are created automatically. |
| Customer | TRUE or FALSE | Mark TRUE if this contact is a customer. Default is FALSE (no type). |
| Vendor | TRUE or FALSE | Mark TRUE if this contact is a supplier. |
| Is Company | TRUE or FALSE | TRUE for organisations, FALSE for individuals. |
Importing with Parent-Child Relationships
To import individuals under existing companies:
- First, ensure the company contacts already exist in the database (import or create them).
- Export the companies with External IDs.
- In your individuals import file, use the "Parent Company (External ID)" column instead of "Company Name" and enter the External ID value.
- This ensures individuals are linked correctly without ambiguity.
Post-Import Validation
After importing:
- Check the total count matches your source file.
- Spot-check a few records for data accuracy.
- Use the "Duplicates" filter (if available) to find potential duplicates.
- If errors occurred, Quickenerp shows a detailed error log. Download it, fix the rows, and re-import only the failed rows.
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This documentation is updated continuously. Some features described here may be renamed, deprecated, or still being finalized.