Bringing a book of business into AdvantaCRM starts with a spreadsheet import. You can upload a file in pretty much any format — AdvantaCRM's AI reads your columns, maps them to the right fields, and gives you a chance to review everything before anything is saved.
This guide walks through the full import flow, from upload to completion.
Some rows may come through flagged for review instead of importing cleanly. That's covered separately in Resolving Import Review Items.
Step 1: Open Import Clients
Click your profile picture in the lower-left corner, then under Manage, click Import clients.
Step 2: Upload your file
On the Upload step, drop your file into the upload area or click to browse for it. AdvantaCRM accepts CSV, XLSX, or XLS files, and it doesn't matter how your columns are named or ordered — the AI figures that out in the next step.
Your data stays private. Only the first 10 rows and your column headers are sent to the AI for mapping — never your full dataset. Medicare numbers are stripped out before any analysis happens.
Step 3: Let the AI map your columns
Once you upload a file, AdvantaCRM reads it and starts suggesting column mappings. You'll see a short loading screen while it works — this usually takes 10–30 seconds.
Step 4: Review the column mapping
On the Mapping step, you'll see a table listing each column from your file, what AdvantaCRM field it's been mapped to (Maps to), a sample value, and a confidence level.
Most columns will map automatically with high confidence. Pay close attention to anything marked for review or low confidence — click the Maps to dropdown on that row to correct it. Required fields (like First Name and Last Name) are marked REQ.
If you uploaded the wrong file, click Different file in the top-right corner to start over.
Step 5: Preview and confirm
The Preview & Confirm step shows you exactly what will happen before anything is saved:
Ready to import — rows that will be added cleanly
Will be skipped — rows invalid even after AdvantaCRM's defaults are applied
Import review queue — rows that will import, but with data-quality flags to clear afterward
Total in file — everything read from your file
Below the summary, you'll see a preview of the first several rows exactly as they'll be saved. If something looks off, click Back to mapping to fix it. Otherwise, click Import [X] clients to continue.
Step 6: Wait for the import to finish
AdvantaCRM imports your file in the background. Stay on the page until it's done — you'll see a live progress bar along with running totals for Imported, Needs review, and Skipped.
Larger files may import in multiple chunks. Don't close the page until the import finishes.
Step 7: Done
Once the import finishes, you'll see a summary of how many clients were added, skipped, or sent to the import review queue.
From here you can click View clients to see everything you just imported, or Import another file to start again.
If any clients landed in the import review queue, head over to Resolving Import Review Items to see what needs attention and how to clear those flags.