Importing Leads

Learn how to import leads using the 4-step import wizard. Choose from Excel files, documents, or AI-powered business search.

Import Methods

Choose the method that best fits your data source:

Import Wizard - 4 Steps

The import process follows a simple 4-step wizard:

Step 1: Choose Source

Select your import source: Excel/CSV, Document, or AI Search.

Step 2: Upload & Extract

Upload your file and click Upload & Extract to process the data.

The system will extract and preview the leads from your file.

Step 3: Map Fields

Review and map data fields to lead properties.

Step 4: Confirm

Review your import settings and click Import to complete the process.

📊 Structured Data Import (Excel/CSV)

Perfect for importing leads from spreadsheets with organized contact information.

How It Works

1. Select Excel/CSV as your import source in Step 1
2. Upload your CSV or Excel file in Step 2
3. Map columns to lead fields in Step 3
4. Review and confirm import in Step 4

Required Columns

Optional Columns

Enhance your lead data with additional fields:

• phone - Phone number
• title - Job title
• industry - Industry category
• website - Company website
• linkedin - LinkedIn profile URL
• notes - Additional information

Best Practices

• Ensure email column contains valid addresses
• Use UTF-8 encoding for international characters
• Keep column headers simple and consistent
• Remove duplicate rows before importing
• Test with a small sample first

📄 Unstructured Data Import (Documents)

Extract leads from PDF, Word documents, or plain text files using AI-powered extraction.

How It Works

1. Select Document as your import source in Step 1
2. Upload your PDF, Word, or text file in Step 2
3. AI automatically extracts contact information
4. Review extracted data and map fields in Step 3
5. Confirm import in Step 4

What AI Extracts

The AI engine automatically identifies and extracts:

• ✓ Email addresses
• ✓ Full names (first and last)
• ✓ Company names
• ✓ Job titles
• ✓ Phone numbers (when available)
• ✓ Addresses (when available)

Supported Formats

• PDF documents (.pdf)
• Microsoft Word (.docx, .doc)
• Plain text files (.txt)
• Markdown files (.md)

Best Practices

• Use documents with clear formatting
• Ensure text is not in images (OCR not supported yet)
• Break large documents into smaller files
• Review AI extractions before confirming
• Manually correct any extraction errors

🧠 AI-Powered Import (Business Search)

Discover and import leads directly from the web using AI agents that search and extract business information.

How It Works

1. Select AI Search as your import source in Step 1
2. Choose between Simple or Advanced search mode
3. Describe your target businesses and criteria
4. AI agents search the web and extract contact information
5. Review discovered leads in Step 3
6. Confirm import in Step 4

Simple Search Mode

Quick keyword-based search for straightforward lead discovery.

How to use:

1. Enter a basic query about your target companies
2. Click submit or press Enter
3. Wait 30-60 seconds for results

Example query:

công ty phần mềm ở Hà Nội

The AI will process your query and show progress:

Advanced Search Mode

AI-powered analysis with detailed business context and reasoning.

How to use:

1. Click Advanced mode
2. Enable Web Search for broader coverage
3. Provide detailed context about your business and target customers
4. Click submit or press Enter
5. Wait 60-120 seconds for comprehensive results

Example query:

Tôi bán dịch vụ SaaS tại https://sales.restai.vn/
cho khách hàng miền Bắc Việt Nam,
chỉ bán cho khách logistics

The AI shows reasoning, tool usage, and progress in real-time:

What AI Does Automatically

• 🔍 Analyzes your business and value proposition
• 🌐 Searches relevant sources on the internet
• 📇 Extracts contact information (email, phone, website)
• 🎯 Matches companies to your target criteria
• 📊 Scores leads based on relevance
• 🏢 Identifies decision makers when possible

When to Use Each Mode

Tips for Better Results

• Be specific: Include location, industry, and company size
• Provide context: Describe your product/service and target customer
• Include your website: Helps AI understand your value proposition
• Use Advanced mode: For better quality and more relevant leads
• Enable Web Search: Increases coverage and accuracy
• Review carefully: AI extractions may need validation
• Iterate: Refine your query based on initial results

Handling Duplicates

The system detects duplicates by email address. Choose how to handle:

• Skip - Ignore duplicates
• Update - Merge new data with existing
• Replace - Overwrite existing lead

Best Practices

• Clean your data before importing
• Validate email addresses
• Use consistent formatting
• Import in batches for large lists
• Review AI extractions for accuracy
• For AI search, provide context about your target customers