Your customer data is valuable. Export it for backups, analysis in Excel, integration with other tools, or compliance requirements. Infinity Pro AI makes exporting simple and flexible.
Why Export Data?
- Backup: Keep a local copy of your customer data
- Analysis: Use Excel or Google Sheets for custom reports
- Migration: Move data to another system if needed
- Compliance: Provide data to customers who request it
- Marketing: Import into email marketing tools
Exporting to CSV
Access Export Function
Go to CRM → All Contacts
Click the Export button in the top right
Choose What to Export
Select which contacts to include:
- All contacts: Every contact in your CRM
- Filtered contacts: Only contacts matching current filters
- Selected contacts: Manually selected contacts only
- Specific segment: Contacts from a saved segment
Select Fields to Export
Choose which information to include:
- Name
- Phone number
- Tags
- Lead stage
- Source
- Last contact date
- Deal value
- Custom fields
- Notes
Only export fields you need. Smaller files are easier to work with and more secure.
Download the File
Click Export CSV
The file downloads immediately to your computer.
Exporting to Excel
Choose Excel Format
In the export dialog, select Excel (.xlsx) instead of CSV
Excel format preserves:
- Formatting (bold, colors)
- Multiple sheets (contacts, notes, history)
- Formulas (if you've set any)
Filtering Before Export
Export specific subsets of your data:
Apply Filters First
Before clicking Export, use filters to narrow down contacts:
- By tag: Export only VIP customers
- By stage: Export only "Won" leads
- By date: Export contacts from last 30 days
- By source: Export Instagram leads only
Exporting Pipeline Data
Export Pipeline View
To export your entire pipeline with stages:
- Go to CRM → Pipeline
- Click Export Pipeline
- Choose format (CSV or Excel)
- Download
This includes:
- All leads in pipeline
- Current stage for each
- Deal values
- Time in stage
- Last activity date
Scheduled Exports
Automate regular exports for backups or reporting:
Set Up Automatic Exports
Go to Settings → Data Export → Scheduled Exports
Configure Schedule
Set up recurring exports:
- Frequency: Daily, Weekly, or Monthly
- Time: When to run the export
- Format: CSV or Excel
- Delivery: Email or cloud storage (Dropbox, Google Drive)
- Fields: Which data to include
Set up a weekly backup export sent to your email. It's automatic insurance for your customer data.
Integration with Other Tools
Email Marketing Tools
Export contacts to import into:
- Mailchimp
- Constant Contact
- SendGrid
- ActiveCampaign
Most tools accept CSV format with Name, Email, and Tags columns.
Accounting Software
Export customer data for:
- QuickBooks
- FreshBooks
- Xero
Data Privacy and Security
Exported files contain personal information. Store them securely and delete when no longer needed.
Best Practices
- Encrypt files: Password-protect Excel files or use encrypted storage
- Limit access: Only share with authorized team members
- Delete old exports: Don't keep unnecessary copies
- Use secure transfer: Don't email unencrypted customer data
- Comply with laws: Follow GDPR, CCPA, and other privacy regulations
Best Practices
- Export regularly: Weekly backups prevent data loss
- Test imports: Before bulk importing elsewhere, test with a small sample
- Document exports: Keep a log of what you exported and when
- Clean data first: Remove duplicates and fix errors before exporting
- Use consistent naming: Name files clearly (e.g., "Contacts_2024-12-01.csv")
Frequently Asked Questions
Is there a limit to how many contacts I can export?
No limit. You can export your entire database at once, though very large exports (10,000+) may take a few minutes.
Can I export conversation history?
Yes. In the export dialog, check "Include conversation history." This adds a separate sheet with all messages.
What's the difference between CSV and Excel?
CSV is plain text, works everywhere, smaller file size. Excel preserves formatting, supports multiple sheets, better for complex data.
Can I re-import exported data later?
Yes! Go to CRM → Import and upload your CSV/Excel file. Map the columns and import.
Troubleshooting
Export file is empty
Solution: Check that you have contacts matching your filters. Clear filters and try again.
Special characters look wrong in Excel
Solution: When opening CSV in Excel, use "Import Data" and select UTF-8 encoding to preserve special characters.
Export taking too long
Solution: Large exports can take 5-10 minutes. Try exporting in smaller batches or reduce the number of fields.
Can't find downloaded file
Solution: Check your browser's Downloads folder. The file is named "contacts_export_[date].csv" by default.