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, complete the Excel file correctly, and have the migration carried out.
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 the migration of your customer list. Once you have submitted your request, we will schedule the migration. You will receive all the details and instructions for securely transferring the file by email.
2. Complete the Excel file correctly
The Excel file consists of three sheets:
- Sheet 1 (‘Instructions’): Contains guidelines for completing the document.
- Sheet 2 (‘Relations’): Here, you enter the details of all relations to be imported.
- Sheet 3 (‘Linked relations’): Only complete this sheet if you want to link certain relations. This does not create new relations.
More information about 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 data you provide determines how smoothly and successfully the import proceeds. Missing or incorrect data may require additional checks and could result in the migration being delayed.
3. Submit the file
Send the completed file securely to AdminPulse by following the instructions you received by email.
4. AdminPulse carries out the migration
We will import your data into AdminPulse so that the 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 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 occur during the import, you will be notified.
How to complete the Excel file correctly
Completing the ‘Relations’ sheet (mandatory)
👉 All relations you want to import must be entered in the ‘Relations’ sheet. Relations that are not included in this sheet will not be imported.
Preparing for a successful import
For a smooth and accurate import, we recommend carefully reviewing and completing the data in the ‘Relations’ sheet. This helps improve data quality in AdminPulse and minimizes the need for manual corrections afterwards.
Do you want to import additional information?
Do you want to import additional data into fields that are not included in the standard Excel file but are available in the interface? Please contact us in advance so we can check whether this is possible.
Do you work with multiple own companies? Add an ‘Own company’ column to ensure that the relations are linked to the correct entity.
Important fields
The table below provides an overview of the 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, for example, without ‘BV’ or ‘NV’. |
| Customer code | Internal file number used by your office. |
| Accounting number | Links AdminPulse to your accounting software when invoices are exported. |
| Legal form | Value from the selection list in AdminPulse. |
| Company number | Only complete this field for companies and sole proprietorships. Make sure the leading zero is entered correctly. Tip: Use an apostrophe to prevent Excel from removing the leading zero. |
| VAT number | Only for companies and sole proprietorships. |
| National register number | Only for individuals. |
| Founding date | Start date in the official business registry. |
| Start date | Date the customer started with your office. |
| Country of birth | Value from the selection list in AdminPulse. |
| Nationality | Value from the selection list in AdminPulse. |
| Invoice email | Only complete this field if the address differs from the email address in column V (‘Email’). |
| Accounting software | Value from AdminPulse. |
| Assistants | Email address of the employee. The employee must already exist in AdminPulse before the Excel import. |
| Payment method | Choose between Manual and Direct debit. |
* = Mandatory fields
Completing the ‘Linked relations’ sheet
In the ‘Linked relations’ sheet, you specify which relations should be linked to each other, for example, a company and 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 one relation to another, the linked relation will appear after the import in the ‘Linked relations’ section of the relation file for the first relation.
💡 Want to learn more about linked relations? Read: The relation file - Linked relations section.
How are relations linked?
Relations can be linked during the import based on:
- Company number
- National register number
- Name
💡 Tip: If a name appears multiple times, a match is not possible. We therefore recommend using unique company or national register numbers to create accurate links.
👉 Make sure the field used to create the link is completed correctly in the ‘Relations’ sheet. If you have not entered a national register number, you cannot create links based on that field.
Supported link types
The following link types are supported:
- Accountant
- Auditor
- Bank
- Beneficiary
- Child
- Contact
- Control by other means
- Director
- Holding
- Insurer
- Lawyer
- Member (Non-profit)
- Notary
- Other
- Partner
- Representative
- Shareholder
- VAT Unit
How to complete the ‘Linked relations’ sheet correctly
In the ‘Linked relations’ sheet, enter the following information:
-
Columns A-D (highlighted in green)
Enter the relation to which another relation should be linked. The link can be created based on a company number, national register number, or name. -
Column E (highlighted in orange)
Specify the type of link, for example, director, partner, or contact. -
Columns F-M (highlighted in blue)
Enter who should be linked. If relevant, you can also include information about shares, voting rights, and mandates in these columns.