The Scenario
Your company is switching CRMs. You've been using HelloLeads for a year and a half, and whoever negotiated the new contract is insisting the migration be done by Friday. The new system's import tool wants a CSV with specific column headers — Name, Email, Phone, List — and before you can generate that CSV, you need to know what's actually in HelloLeads.
You have no idea how many leads are in there, which lists they're in, or whether the data is clean enough to transfer.
The bad version:
- Open HelloLeads, navigate to each list one at a time, export it, open the CSV, check the headers, rename the ones that don't match the new CRM's format
- Do that for all eight lists
- Manually merge eight separate CSVs into one workbook, strip duplicate column headers that appear in each file, check for phone numbers that appear in multiple lists
Nobody allocated budget for this. You assumed it would take two hours on Wednesday. It is now 11 PM on Thursday.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It connects to HelloLeads directly, reads your lead data, and writes it into your workbook — no export wizard, no manual CSV merging.
Export every HelloLeads lead into my Excel 'CRM Migration' sheet — include all available fields — then flag duplicate phone numbers in column H as 'Duplicate'
SheetXAI fetches every lead across all lists and writes them into 'CRM Migration' with consistent column headers, then flags duplicate phone numbers in column H — ready for field mapping or direct import.
What You Get
- The 'CRM Migration' sheet filled with one row per HelloLeads lead, all available fields populated
- Duplicate phone numbers flagged in column H as "Duplicate" so you can review before importing
- Consistent formatting across all leads regardless of which list they came from
- The total lead count written at the top so you know the migration scope before touching the new CRM
What If the Data Is Not Quite Ready
Some leads appear in multiple lists
If the same phone number was added to a "Web Form" list and a "Trade Show" list separately, both rows will be exported.
Export every HelloLeads lead into my Excel 'CRM Migration' sheet with columns for name, phone, email, and list name — then flag any duplicate phone numbers in column E as 'Duplicate' so I can review before importing to the new CRM
The new CRM wants a specific header format
The receiving system is picky about column names and rejects imports with headers it doesn't recognize.
Pull all HelloLeads leads into a new worksheet called 'CRM Import' using exactly these column headers: ContactName, EmailAddress, PhoneNumber, SourceList — map each from the HelloLeads fields accordingly
You need to filter by list before exporting
You only want to migrate leads from two specific lists — the rest stay in HelloLeads.
Pull all leads from the HelloLeads lists 'Web Form Leads' and 'Trade Show 2024' into a worksheet called 'Selected Migration' — include name, phone, email, and list name — skip any other lists
The full pre-migration pipeline
Pull every HelloLeads lead into my 'CRM Migration' sheet with columns Name, Phone, Email, ListName — normalize all phone numbers to 10-digit US format — flag duplicates in column E as 'Duplicate' — then sort by ListName ascending so I can review list by list before running the new CRM import
One prompt handles the extraction, the cleanup, the dedup flag, and the sort — so you arrive at the new CRM's import screen with data that's actually ready.
Try It
Get the 7-day free trial of SheetXAI and open a blank Excel workbook, then ask it to pull everything out of HelloLeads so you have a full picture of what you're migrating. For the other direction — pushing leads in — see bulk importing trade show leads into HelloLeads and the HelloLeads hub.