When to Use This
You receive sales data from external partners or dealers
You need to load historical sales from a previous system
You regularly import bulk sales data from a CRM
You want to add multiple sales at once rather than entering them one by one
Who Can Import Sales Records
Importing sales records requires admin-level access. This ensures data integrity and proper mapping of sales to reps and commission structures.
Understanding Sales Imports
When you import sales:
You prepare an Excel file with your sales data. The file contains columns for customer info, sale details, rep assignments, and other relevant data.
You select or create an import template. The template maps your Excel columns to Sequifi fields.
You upload the file. Sequifi reads the data and creates sales records.
The system calculates commissions. Based on the imported data and your commission structures.
Sales appear in reports and rep earnings. Just like manually entered sales.
Step-by-Step Walkthrough
Preparing Your Import File
Before importing, prepare your Excel file:
Organize your data in columns. Each column should contain one type of information.
Include required fields:
PID or proposal ID (unique identifier for each sale)
Customer name
Sale date
Sales rep name or ID
Include additional fields as needed:
Customer address (street, city, state, ZIP)
Sale amount or contract value
Product type
Kilowatts (for solar)
Setter name (if applicable)
Closer name (if applicable)
Installation date
Service dates
Location code
Ensure data is clean:
No blank rows in the middle of data
Consistent formatting (dates, numbers)
Accurate rep names matching Sequifi users
Valid location codes
Save as Excel file (.xlsx or .xls).
Accessing the Import Function
Make sure you're in admin view. Click "Switch to Admin" in the upper right corner if needed.
Click on "Reports" in the left-hand menu.
Click on "Sales." This opens the sales report view.
Find the import options in the customer info section. Look for buttons or links for importing.
Viewing Import History
Before importing new data, you can review past imports:
Look for "View Import History" or similar option.
Click to see previous imports. You'll see:
File names that were imported
Import dates and times
Number of records imported
Who performed the import
Review for reference. This helps you understand what data has already been loaded.
Using an Existing Import Template
If you've already created an import template:
Click "Import."
Select your saved template from the dropdown. Choose the template that matches your file format.
Click "Select File" or "Choose File."
Browse to and select your Excel file.
Click "Upload" or "Import."
Wait for processing. The system reads your file and creates records.
Review the results. Check how many records were imported and if there were any errors.
Creating a New Import Template
If your file format doesn't match an existing template:
Click "Import."
Look for "Create New Template" option.
Enter a template name. Use something descriptive:
"EPC Dealer Format"
"CRM Export Template"
"Historical Data Format"
Map your columns to Sequifi fields. For each Sequifi field, select which column in your Excel file contains that data:
Sequifi Field | Your Column |
PID Number | Column A |
Customer Name | Column B |
Customer Address | Column C |
City | Column D |
State | Column E |
ZIP Code | Column F |
Sale Date | Column G |
Sales Rep | Column H |
Contract Value | Column I |
Product | Column J |
Save the template. You can reuse it for future imports with the same format.
Proceed with the import. Select your file and upload.
Reviewing Import Results
After importing:
Check the success message. See how many records were imported.
Review any errors. The system flags records that couldn't be imported:
Missing required fields
Invalid data formats
Unrecognized rep names
Duplicate PIDs
Address errors. Fix issues in your Excel file and re-import problem records.
Verify imported data. Go to the sales report and spot-check a few records to ensure they imported correctly.
Adding a Single Sale Manually
For one-off sales that don't warrant a full import:
Go to Reports, then Sales.
Find the "Add Sale" option.
Click "Add Sale."
Fill in the sale information:
PID number (required)
Customer name
Customer address
City, state, ZIP
Product type
Sale date
Contract value or kilowatts
Add job details.
Installation date
Service dates
Milestone information
Assign workers.
Select the sales rep (closer)
Select the setter (if applicable)
Add any other workers on the account
Click "Save Sale."
Verify the sale appears in your sales list. Commissions will calculate based on your structures.
Import File Best Practices
Data Formatting
Dates
Use consistent format (MM/DD/YYYY or YYYY-MM-DD)
Avoid text dates like "January 15, 2025"
Numbers
Don't include currency symbols ($)
Don't include commas in large numbers
Use decimals for cents (1500.50, not 1,500.50)
Text
Keep names consistent with Sequifi user names
Use exact location codes from your setup
Avoid special characters that might cause issues
Required vs. Optional Fields
Always required:
PID or unique identifier
Customer name
At least one worker (sales rep)
Usually required:
Location code (for commission calculations)
Sale date
Contract value or relevant amount
Optional but helpful:
Full customer address
Product type
Milestone dates
Additional workers
Troubleshooting Common Import Issues
"Rep Not Found" Errors
The rep name in your file doesn't match a Sequifi user.
Solutions:
Check spelling of rep names
Use the exact name as it appears in Sequifi
Consider using rep IDs instead of names
Add missing reps to Sequifi before importing
"Invalid Location Code" Errors
The location code doesn't exist in your setup.
Solutions:
Verify location codes match your Sequifi configuration
Add missing locations before importing
Correct typos in location codes
"Duplicate PID" Errors
A sale with this PID already exists.
Solutions:
Remove duplicates from your import file
Use unique PIDs for each sale
If updating existing sales, use a different process
"Invalid Date Format" Errors
Dates aren't in a recognized format.
Solutions:
Use consistent date formatting
Format date columns as dates in Excel (not text)
Try different date formats if issues persist
Partial Imports
Some records imported but others didn't.
Solutions:
Review error messages for failed records
Fix issues in your file
Re-import only the failed records
Tips and Common Mistakes
Test with a small file first. Before importing hundreds of records, test with 5-10 to verify your template works.
Back up before importing. Know what data exists before adding more.
Use consistent rep names. Names must match exactly what's in Sequifi.
Verify location codes. Incorrect codes affect commission calculations.
Check your data after importing. Spot-check several records to ensure accuracy.
Keep your import files. Save copies in case you need to reference or re-import.
Clean your data first. Fix errors in Excel before importing rather than after.
Don't import duplicates. Check for existing records before importing.
Common Questions
Can I update existing sales through import? Standard imports create new records. Updating existing records typically requires a different process or manual editing.
What happens to commissions when I import? Commissions calculate automatically based on the imported data and your commission structures.
Can I undo an import? There's no automatic undo. You would need to manually delete imported records or contact support for assistance.
How many records can I import at once? This depends on your system, but typically hundreds or thousands of records can be imported in a single file.
Can I import without a template? Templates make importing faster and more consistent. For one-time imports, you can map columns manually each time.
What file formats are supported? Excel files (.xlsx, .xls) are standard. CSV files may also be supported depending on your configuration.
What to Do Next
Now that you understand how to import sales records, explore these related topics:
Sales Reports – View and analyze imported sales
Custom Fields & Templates – Create and manage import templates
Exporting Data – Export sales data for analysis
Account Details & Milestones – Understand sales data structure
If you have questions about importing sales records or need help with a specific import issue, reach out to our support team and we'll be happy to assist!