Import Customers, Leads, and Stops from a CSV File
Import Customers, Leads, and Stops from a CSV File
Before You Use This Article
- Access needed: Load Manager login and permission to use this screen, report, setting, or workflow.
- Use this article when: you are working with billing, customer records, accounting, settlements, reports, or dashboard results inside the Load Manager account your company already uses.
- Use a different article when: you need document or dispatch direction for a specific company type; brokers should use Rate Confirmation Layout and Features, dispatch services should use Dispatch Report Overview for Dispatch Services, and trucking companies should use Dispatch Report Overview for Carriers and Trucking Companies. For full setup order, start with Freight Brokers, Carriers, Owner-Operators, and Trucking Companies, or Dispatch Services.
Use this article when you need to add multiple customer, lead, or stop records to Load Manager at one time. The customer CSV import is available from the Customers screen and should be prepared from the sample file provided in Load Manager.
This import is for customer-related records only: customers, leads, and stops. Other import types, such as loads, carriers, drivers, or equipment, are handled separately.
Before You Start
- Download a fresh sample file from Load Manager before preparing the import.
- Keep the sample file column headings exactly as they are.
- Save the finished file as a .csv file.
- Use one row for each customer, lead, or stop.
- Make sure every row has a unique Customer Code.
- Confirm the office name or office code you plan to use before importing.
Open the Customer Import Area
Customer, lead, and stop records are managed from the Customers tab.
- Go to Customers.
- Find the Import Via CSV area.
- Click Download Sample File.
- Open the sample file in Excel or another spreadsheet program.
Prepare the CSV File
Enter your records into the sample file without changing the column order or column names. Load Manager checks the headings during upload, so renamed or missing headings can stop the file from importing.
| Column | Field | What to Enter |
|---|---|---|
| A | Customer Code | A unique code for the record. This field is required for each row. |
| B | Leads/Customers/Stops | The record type. Use the values listed in the next section. |
| C | Office | The office this record belongs to. If you only use one office, enter the office shown in your Load Manager setup. |
| D | Company Name | The name users should see when selecting or searching for this customer, lead, or stop. |
| E-K | Address, City, Postal/Zip, State, Country | The address details for the record. Keep city, state, postal or ZIP code, and country in their own columns. |
Set Column B Correctly
Column B tells Load Manager what kind of profile to create. Use one of these values:
- Customers: Enter 1 or Customers. Use this for bill-to customers.
- Stops: Enter 0 or Stops. Use this for pickup or delivery locations that should be available as stops but should not be treated as bill-to customers.
- Leads: Enter 3 or Leads. Use this for prospects or sales leads.
Address and Contact Tips
- Place suite, unit, dock, or extra delivery details in Address 2 or Address 3.
- Keep each cell to one line of text.
- Avoid commas inside individual cells when possible.
- Use consistent spelling for offices, states, and countries.
- Enter remit, general, billing, and dispatch contacts in their matching columns when you have that information.
Upload the CSV File
- Return to Customers.
- Click Choose File in the Import Via CSV area.
- Select the completed CSV file.
- Wait for Load Manager to upload the file and process the rows.
- Review the success or error message shown for each row.
Load Manager processes the file row by row. If a row cannot be imported, the message shown for that row can help you identify what needs to be fixed before trying again.
Review the CSV Import Log
After the upload, review the CSV Import Log under Customers. The log shows the customer code, message, user, and date/time for import results. Use the search box on the log page when you need to look up a specific customer code or message.
Common Import Errors
| Message or Issue | What to Check |
|---|---|
| Invalid file extension | Save the file as a .csv file before uploading. |
| Column headings are not valid | Download a new sample file and copy your data into it without renaming, deleting, or reordering headings. |
| Customer Code already exists | Change the customer code on that row to a code that is not already in Load Manager. |
| Invalid value in Leads/Customers/Stops | Use 1 or Customers, 0 or Stops, or 3 or Leads. |
| A row does not import | Confirm the row has a customer code, record type, office, and company name, then review the row message in the CSV Import Log. |
Best Practices
- Start with a small test file when importing a large customer list for the first time.
- Keep a copy of the exact CSV file you uploaded.
- Fix failed rows in the CSV file, then re-upload only the rows that still need to be imported.
- Review imported records from Customers, Leads, or Stops after the upload.
- If you contact support, attach the CSV file and include the row number or customer code that failed.
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