Export CRM data to Excel: download your leads, deals and calls

You need to export CRM data to Excel more often than you'd think. The accountant needs a list of those who paid this month, the marketer needs contacts for an ad audience, the sales head needs a report by manager in a familiar spreadsheet. And above all, a copy of the base on your own computer.

Export is the unloading of CRM records into a file. In your account, you can export all leads by filter or only the selected ones, with the table columns or with every card field. Calls are exported separately, from “Call details”. Export is also easy to close off from managers: it's a separate right, and only the head grants it.

Watch the minute-and-a-half video, and below you'll find the step-by-step setup.

Why export your client base

• Reports: your own pivot tables by source, manager and amount — in Excel or Google Sheets.
• Accounting and reconciliation: deals with payments for the period you need in one file.
• Advertising: a list of buyers can be uploaded to an ad account as an audience.
• A backup before a big base cleanup or a bulk stage change.
• Passing data to another system that accepts spreadsheets.

How to export CRM data to Excel: step by step

1. 1
   Pick the clients

   In “Leads”, choose a view or set filter conditions and click “Find”. Export takes exactly what the filter and search have selected.
2. 2
   Export everyone by filter

   The “⋯” → “Export all” menu. The item is there both in the table and in the kanban.
3. 3
   Or only the selected ones

   Tick the checkboxes and click “Export” on the dark panel at the bottom. In table mode, there's also the “⋯” → “Export selected leads” item.
4. 4
   Choose the fields

   In the “Export leads?” window, pick “Export leads with the displayed fields” or “Export leads with all fields” (the default).
5. 5
   Start

   The “Export” button. “Export started” appears, and you can keep working.
6. 6
   Download the file

   Wait for “The export file is ready. Download it?” and click “Download”.

Unlike bulk changes, export needs no confirmation phrase. Deals are exported the same way: switch to “Only deals” and choose “Export deals with all fields” or the displayed fields.

Which fields go into the file

“With the displayed fields” means the table columns of the current view. Set them up before exporting: hover over a column header, click “⋮” → “Columns”, remove what you don't need and add what you do from “More fields”. The columns are saved to the view automatically, so the file will be the same next time.

“With all fields” means every card field, including your custom ones. Which fields you can add for your business is covered in the article custom fields in CRM. The article customer segmentation in CRM helps you build the right segment to export.

How many leads can you export

Export isn't limited by the 30,000-record cap that applies to bulk changes. A large file is built on the server: the account checks whether it's ready every three seconds for up to 10 minutes and offers “Download” by itself. If you clicked “Later” or closed the message, just run the export again.

Who can export the base: export rights

Export is allowed by the “Can export leads / deals” right. It's switched on in “Users” → the employee card → “Access rights”. Without it, the employee has no “Export” button and no export items in the menu. A sales manager usually only needs to work with their own clients, without exporting — how to assign rights by role is covered in the article CRM user permissions.

If you switch on “Hide the client number from the user” for an employee, phone numbers are hidden everywhere, including the export file. Other ways to keep the base safe are described in the article protect customer data from employees.

How to export a call log to Excel

Calls are stored separately from leads, in “Telephony” → “Call details”.

1. 1
   Set the period and filters

   Every call matching them is exported, not just the open page.
2. 2
   Click the table button

   “Export to Excel” to the right of “Saved filter”.
3. 3
   Wait for the file

   After “Done — calls exported: N”, it downloads by itself.

The file has the date and time, call type, client, employee, status, duration, recording link, lead number and lead comments. Call costs get into the file only if the employee has access to the balance. More about the log is in the article sales call recordings.

Read also: CRM for small business: how to never lose a single lead, Customer segmentation in CRM: lead filters and saved views, Import contacts from Excel to CRM without manual data entry