Step 1: Export Data from Salesforce
Log in to your Salesforce account
You can find here how to export your data:
Click the cogwheel at the top right, then “Setup”, then in the menu select “Data > Data Export”, and click “Export now”
Then select “Account”, “Opportunity”, “Contact” and (optionally) “Lead”, click “Start export” and then wait for a while.
Unzip the export .zip file and find the following documents:
Account
Contacts
Opportunity
Optional: Lead (if you use this)
Optional: User (if you want to assign opportunities to different owners later)
Step 2: Prepare Your Data
Make sure all dates on your export file are in the YYYY-MM-DD format.
To change on Excel you can click on the column of dates, then, on the Home page you click on the dropdown list under the number section, More Number Formats…, and then select the YYYY-MM-DD format.
For Google Sheets, after selecting the column of dates, you can click on the “123” button, then Custom date and time, and select the format that corresponds to the YYYY-MM-DD formatMake sure to change Closed Won and Closed Lost stage names to Lost and Won
Go through the file and remove any unwanted records. It’s better to take the opportunity to clean up when you move to a new CRM
Make sure email addresses in email address fields are valid (the system will only accept one email address per field, no phone numbers will be accepted on this field)
Go through other fields to make sure all data is valid and well formatted
If possible, add the websites for each one of the organizations by adding an extra column and naming it Account website, for easy finding
Export the files from the zip folder save as CSV files, in a location accessible for the import
Step 2b: Prepare Account Names
Because the Opportunity and Contact exports do not contain the names of the accounts they are associated with (only their Salesforce IDs), you will need to use the formula VLOOKUP on Excel or Google Sheets to prepare your document with the correct names.
Excel
If you are using Excel, you can right click on the column and select “Insert” to create a new column beside the account id:
Then, you just need to type, in the second cell (not the header cell) of the column added:
=VLOOKUP(
Then, select the first account id and add a comma
You can now open the accounts file and select the columns that contain the account id and the account name and add a comma
Select the number of the column that corresponds to the account name in the account file and add another comma
Type FALSE and hit enter
You should have a formula that looks like this:
=VLOOKUP(D2,Account.csv!$A:$D,4,FALSE)
(to make the above formula work, make sure that D2 refers to the cell in your Opportunity/Contact file that contains the AccountId, that the Id is the first column in your Account.csv, and that the Name is the fourth column in your Account.csv)
For your later convenience, it’s best to name the new column “Account name”. Don’t forget to name the column, as otherwise your import may fail.
If you are in doubt, check how a VLOOKUP generally works here
Google Sheets
You can do the same thing using Google Sheets. First copy the contents of the Accounts.csv file into a sheet in your Opportunity/Contact spreadsheet by right clicking the name of the file on the bottom of the page, and copying it to an “existing spreadsheet” which will be the opportunities one:
Once the copy is in the Opportunity/Contact spreadsheet, you can follow the same steps for Excel, by typing:
=VLOOKUP(
Then, select the first account id and add a comma (this is the id that will be searched)
You can now open the accounts tab and select the columns that contain the account id and the account name and add a comma (this is where you select the columns that contain both the id and names of the accounts)
Select the number of the column that corresponds to the account name in the account tab and add another comma (this is where you select the column that has the information you want to find)
Type FALSE and hit enter (this makes sure that only true matches appear)
You should have a formula that looks like this:
=VLOOKUP(D2,'Copy of Account'!A:D,4,false)
For your later convenience, it’s best to name the new column “Account name”. Don’t forget to name the column, as otherwise your import may fail.
Step 3: Import Data into Salesflare
Log in to your Salesflare account
Navigate to the import section in Salesflare: Settings > Import data > Contact/Opportunity/Account
Begin the import process by clicking the + button on the bottom right and selecting which type of import you want to create.
Import your files, one at a time in the following order:
Accounts → Accounts
Contacts → Contacts
Opportunities → Opportunities
Map the exported data as follows:
Accounts from Salesforce to Accounts in Salesflare
*Name → account name
Phone → phone
Website → account website
Description → description
BillingStreet (or ShippingStreet) → street
BillingCity → city
BillingState → state/region
BillingPostalCode → zip/postal code
BillingCountry → country
NumberOfEmployees → size
Contacts from Salesforce to Contacts in Salesflare
AccountId → follow the VLOOKUP guide above (Step 2b) to get their account name based on the Salesforce ID → Account name
*FirstName → first name
*LastName → last name
MiddleName → middle name
Salutation → prefix
Suffix → suffix
Title → role
Phone → phone
Email → email
Fax → fax phone
Opportunities from Salesforce to Opportunities in Salesflare
AccountId → follow the VLOOKUP guide above (Step 2b) to get their account name based on the Salesforce ID → Account name*
Name → opportunity name
Description → you could create a custom field for this type “long text”
StageName → Stage name (it must already exist in Salesflare)
Amount → value
Probability → probability
CloseDate → close date (in YYYY–MM-DD format)
CreatedDate → start date (in YYYY–MM-DD format)
LeadSource → lead source name
Loss_Reason → lost reason name
If you don’t import the pipeline, the opportunities will be imported to your primary pipeline by default.
Note: if you’re a larger team and want the opportunity owner to be set correctly as well, you’ll have to export the User data as well from Salesforce (because the Opportunity.csv only contains the Salesforce ID of the owner) and use a VLOOKUP to find the user’s name or email (similar to Step 2b).
Leads from Salesforce to Accounts, Contacts & Opportunities in Salesflare:
Salesflare does not have a separate “lead” concept to avoid confusion. Leads are best represented by an account, contact and related opportunity in the “Lead” stage. This means it’s best to import the same file first as accounts (with the right columns specified below), then as contacts, and then as opportunities.
Accounts
Company → account name
Website → account website
Description → description
Street → street
City → city
PostalCode → ZIP/postal code
Country → country
NumberOfEmployees → size
Contacts
Company → account name
*FirstName → first name
*LastName → last name
MiddleName → middle name
Salutation → prefix
Title → role
Phone → phone
Email → email
Opportunities
Company → account name
CreatedDate → start date (in YYYY–MM-DD format)
Note that if you don’t specify the stage during the import, it’ll create an opportunity in the first stage, usually “Lead”. If you want to import leads to another stage, just add a manual “Stage” column and fill the cells with the right stage name
Follow on-screen instructions to complete the import, ensuring proper field mapping.
If there’s any extra information you want to import to your Salesflare account, you can create a custom field to accommodate itIf your import fails you can download the error report file by clicking on “fix import”, and on this new file you’ll find the newly added error column in the rightmost column that describes the error for each one of the entries
Once you’ve fixed those errors that, you can just try importing this file again
Once you’ve fixed that, you can try importing again
Review the imported data to verify accuracy. You can always delete your import and start over (by clicking on the menu icon on your import and then “delete data”), if needed
By following these steps, you'll be able to correctly map and import your Salesforce data into your Salesflare account.