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Below are guidelines and tips for preparing your data for import.
Contents
What to Expect if Using Builder Prime's Services
Common Questions and Answers
What can be imported?
Spreadsheet data of leads and projects. You can upload any .csv, .tsv, .xls, .xlsx, .xml, .txt file with any set of columns as long as it has 1 record per row. The list of fields that can be imported are available below in the table. If there are additional data points you'd like to bring over, these will have to be merged into Notes or added manually. We do support file transfer from a limited number of other systems, please reach out to your specialist to learn more.
What fields do we not import to? Or what limitations do we have?
Anything that's not on the list below. Some common fields to call out that we can't import are
- Custom fields
- Commissions
- Job costs
- Secondary lead source
- Secondary sales rep
- Crews
- Project line items
Why can't I import on my own?
While importing the data is easy, this also means it's easy to make mistakes. Our team of experts is here to handle this for you to ensure your data is mapped in correctly. We are trained to catch any potential mistakes or red flags so your data is imported correctly.
When should I start the import process?
After lead sources are connected and you're ready to go live. This ensures no leads are missed, though there may be duplicates.
What happens if the data is imported incorrectly?
Currently, there is no way to undo an import. If the import is done incorrectly, the data will need to be manually deleted.
Importable Fields
| Field | Example Data | Special Notes |
|---|---|---|
|
Lead Status |
Lead Received, Demo/No Sale, Customer | Required |
| First Name | John | |
| Last Name | Smith | |
| jsmith@fake-email.com | ||
| Mobile Phone | 555-555-5555 | |
| Home Phone | 555-555-5555 | |
| Office Phone | 555-555-5555 | |
| Mobile Phone Ext. | 123 | |
| Home Phone Ext. | 123 | |
| Office Phone Ext. | 123 | |
| Fax Number | 555-555-5555 | |
| Client Address Line 1 | 123 Main Street | |
| Client Address Line 2 | Suite 4 | |
| Client City | Miami | |
| Client State/Province | FL | |
| Client Zip / Postal Code | 45454 | |
| Company Name | Builder Prime | |
| Job Title | General Manager | |
| Website URL | www.builderprime.com | |
| External System Opportunity ID | abc123 | This can be an internal identifier for the opportunity or lead record from another system the data was exported out of. |
| External System Client ID | a1b2c3 | This is an internal identifier for the client record from another system the data was exported out of. |
| External System Project ID | 123abc | This can be an internal identifier for the project or job from another system the data was exported out of. |
| Lead Source | Website Form | If importing historical lead sources, the options need to be available in Builder Prime before importing. Instructions here. |
| Best Contact Time | Afternoon | |
| Best Contact Method | Phone | |
| Estimated Lead Value | $3800 | |
| Close Probability | 75% | |
| Sales Person | Michael Scott | If the file has the sales person listed, the names will need to be available in Builder Prime before importing. Instructions here. You do not need to invite them to register. |
| Lead Setter | Pam Beesly | |
| Project Type / Interested In | Flooring | If importing project types, the options need to be available in Builder Prime before importing. Instructions here. |
| Building Type | Single Family Home | Building Type options can be added under Admin > Configure > Client Settings. |
| Do Not Contact | False |
Do not contact = true Okay to contact = false Default is false if not provided. |
| Notes | John seems really eager to get this project started. | This is a free text box in Builder Prime. If there is additional information you want to capture import from your previous system that does not have a field in Builder Prime, you can merge the columns in your spreadsheet and import into the notes section. |
| Lead Created Date | 1/1/2022 | Required |
| Appointment Set Date | 1/5/2022 | On or after lead created date. |
| Lead Issued Date | 1/6/2022 | On or after appointment set date. |
| Demo Date | 1/7/2022 | On or after lead issued date. |
| Sale Date | 1/8/2022 | On or after demo date. |
| Job Start Date | 1/15/2022 | On or after sale date. |
| Job Completion Date | 1/16/2022 | On or after job start date. |
| Sales Tax Rate | Washington | Required if providing a contract tax amount or invoice tax amount |
| Project Status | In Progress, Job Sold, Completed | Required if importing historical project information. e.g. Project Name, Contract Amount, Invoice Amount, Paid Amount. |
| Contract Amount | 2000 | |
| Contract Tax Amount | 140 | |
| Invoice Amount | 2000 | |
| Invoice Tax Amount | 140 | |
| Paid Amount | 2140 | |
| Project Name | Smith - Floor | |
| Project Description | New hardwood flooring, birch planks, needs soundproofing. | |
| Project Work Site Address Line 1 | ||
| Project Work Site Address Line 2 | ||
| Project Work Site City | ||
| Project Work Site State/ Province | ||
| Project Work Site Zip / Postal Code | ||
| Class / Company | (blank) | This is applicable for Enterprise plans. |
Data Prep and Review Steps
1. Export the data from you current system in a .csv, .tsv, .xls, .xlsx, .xml, or .txt file format with 1 record per row. Some have a backup download, some require an emailed request, some are limited to report exports only. The best contact for help exporting your data will be a representative from your previous system.
2. Merge the data if it comes out in multiple sheets. Normally there is a common identifier across multiple sets of data that can be used to make connections. If you'd like a template that has all the fields Builder Prime can import into, reach out to your specialist.
3. Check for required fields. Once merged, make sure you have the required fields: First name/last name, lead status, and created date. IMPORTANT - if there is no created date, it will assume your lead was created in 1969 and add this as the created date. If there's project data, this needs a project status. Add a tip about what to use for lead source if there isn't an obvious one.
4. Make sure dates are in order - Imported milestone dates must be in logical order. Records with dates that are out of order will not import into Builder Prime. The order of the milestone dates is as follows: Lead Created Date, Appointment Set Date, Lead Issued Date, Demo Date, Sale Date, Project Start Date, Project Completion Date. If the values are provided and they are out of chronological order, the lead record will be skipped upon importing. For example, if the lead issued date is prior to the appointment set date, it will be skipped during the import.
5. Prepare for mapping data to fields in Builder Prime. Before importing, you'll want to make sure the matching fields in Builder Prime have the correct data available to map into. The fields that need to be prepared are lead/project statuses, employees, and project types.
- Lead Statuses - this is a required field. Make sure the lead status in the spreadsheet matches a lead status in Builder Prime. Important note: the lead statuses are linked to milestones so make sure the leads are going into the correct stages for accurate reporting. More details on the default milestones is available here.
- Project Statuses - if importing project data, make sure the project status in the spreadsheet matches a project status in Builder Prime.
- Employees - if importing sales reps and lead setters, the employees in the spreadsheet need to be created in Builder Prime prior to the import. If you have old employees in the data and don't care if they're part of the historical reporting, you can create a fake employee named "Old employee" and map to this.
- Lead Sources - these are created at import and don't need to be prepared in Builder Prime, but it is recommended to clean the data up prior to importing.
6. Schedule your import call. Once the data is prepared, schedule a call with your Builder Prime specialist for assistance on a Zoom call. You will not be able to import unless a call is scheduled.
Using our services? Here's what to expect
Depending on which system you're coming from, Builder Prime has a service that will merge the data for you. Once your Builder Prime account has the lead generators connected and is nearly ready to go live, you'll be advised to export the data and send it our way. We will merge the data and send this back for review prior to import. We'll do an initial import on a call together to explain where everything is being mapped, and we'll complete the rest of the import for you afterwards.