Do you want to easily migrate your customer list to AdminPulse? You can do this using an Excel file, which we will import for you.
This article explains how to prepare for the migration, correctly fill in the Excel file, and submit it for processing.
At the bottom of this article, you will find an Excel template with examples, so you can get started right away.
Step-by-Step guide to migrating your customer list
1. Contact AdminPulse
Email planning@adminpulse.be to schedule a migration of your customer list. Once your request is submitted, we will plan the migration and send you all the details via email.
2. Correctly fill in the Excel file
The Excel file consists of three sheets:
- Sheet 1 (‘Instructions’): Contains guidelines on how to fill in the document.
- Sheet 2 (‘Relations’): Here, you enter the details of all contacts to be imported.
- Sheet 3 (‘Linked relations’): Only fill this in if you want to link certain relations (this does not create new relations).
More details on how to complete this file can be found later in this article.
👉 It is very important to enter the data correctly and completely. The quality of the provided data determines how smooth and successful the import will be. Missing or incorrect data may require additional checks and could result in delays.
3. Submit the file
Upload the completed file via adminpulse.wetransfer.com.
- Visit adminpulse.wetransfer.com.
- Click "Add files" and select your file (maximum 50 GB per file).
- Enter your email address for confirmation.
- Click "Transfer".
4. AdminPulse processes the migration
We will import your data into AdminPulse, ensuring that relations are created and linked. The import process is fast and efficient.
5. Follow-up and completion of the migration
You can follow the progress of the migration in AdminPulse by checking the relations list (Relation files > Relations). New relations will appear, while you can continue using the platform as usual.
Once the import is complete, you will receive a confirmation, and your relations will be available in AdminPulse. If any errors occurred during the import, you will be notified.
How to correctly fill in the Excel file
Filling in the 'Relations' sheet (mandatory)
👉 To import relations, all must be correctly entered in the 'Relations' sheet of the Excel file. Relations that are not included in this sheet will not be imported.
Preparation for a successful import
For a smooth and accurate import, we recommend carefully reviewing and enriching the data in the 'Relations' sheet. This helps improve data quality in AdminPulse and minimizes manual corrections afterwards.
Importing additional information?
Do you want to import additional data into fields that are not standard in the Excel file but are available in the interface? Please contact us in advance so we can check whether this is possible.
Are you working with multiple business entities? Then, add a column 'Own company' to ensure that relations are linked to the correct entity.
Important fields
The table below provides an overview of the most important fields in the 'Relations' sheet.
| Column | Description |
|---|---|
| Status* | Options: Customer, Prospect, Own company, Other |
| Type* | Person, Company, or Sole proprietor. |
| Name* & First name* | For a Person, both fields are required. |
| Name* | Without the (abbreviated) legal form (e.g., no ‘BV’ or ‘NV.’). |
| Customer code | Internal reference number in your office. |
| Accounting number | Ensures the link between AdminPulse and your accounting software when exporting invoices. |
| Legal form | Value from the selection list in AdminPulse. |
| Business number | Only required for companies and sole proprietorships. Make sure the leading zero is entered correctly. Tip: Use an apostrophe (' symbol) to ensure Excel does not remove the leading zero. |
| VAT number | Only for companies and sole proprietorships. |
| National identification number | Only for individuals. |
| Founding date | Start date in the official business registry. |
| Start Date | Date the customer started with your office. |
| Native country | Value from the selection list in AdminPulse. |
| Nationality | Value from the selection list in AdminPulse. |
| Email invoices | Only fill this in if it differs from the email address in column V (‘Email’). |
| Accounting software | Value from AdminPulse. |
| Assistants | Email address of the staff member (must already exist in AdminPulse before importing the Excel file). |
| Payment method | Choose between Manual or Direct debit. |
* = Mandatory fields
Filling in the ‘Linked relations’ sheet
In the 'Linked relations' sheet, you specify which relations should be linked to each other, for example, linking a company to its directors.
👉 Important:
- The 'Linked relations' sheet does not create new relations – it only establishes links.
- All relations listed in this sheet must already be included in the 'Relations' sheet.
When you link a relation to another, this connection will appear, after the import, in the 'Linked relations' section within the relation file of the first.
💡Want to learn more about linked relations? Read more here: The relation file - Linked relations section
How are relations linked?
Relations can be linked during the import based on:
- Business number
- National identification number
- Name
💡Tip: If a name appears multiple times, a match will not be possible. We recommend using unique business or national identification numbers for accurate links.
👉 Make sure that the field used for linking is correctly filled in within the 'Relations' sheet. If no National identification number is provided in the 'Relations' sheet, you will not be able to create links based on it.
Supported link types
The following link types are supported:
- Contact
- Director
- Partner
- Shareholder
- Auditor
- Control by other means
- Deputy
- Beneficiary
- Child
How to correctly fill in the 'Linked relations' sheet
In the 'Linked relations' sheet, you need to provide the following information:
-
Columns A-D (highlighted in green)
Enter here the relation to which another relation is to be linked. The link can be made based on a business number, national identification number, or name. -
Column E (highlighted in orange)
Specify the type of link (e.g., director, partner, contact, etc.). -
Columns F-M (highlighted in blue)
Enter who should be linked. If applicable, you can also include details about shares, voting rights, and mandates in these columns.