CRM Import & Export
Bringing contacts and companies into PrimeTask from CSV, vCard, or JSON - and exporting them back out for backups, sharing, or migration.
PrimeCRM supports importing and exporting contacts and companies in common formats: CSV (spreadsheets), vCard (the standard contact format used by Apple Contacts, Google Contacts, and most address book apps), and JSON (PrimeTask's full data format). Imports include duplicate detection so you don't end up with two records for the same person; exports are quick one-click downloads.
PrimeCRM is a Pro feature
CRM Import and Export require a Pro license with CRM enabled. See License Settings.
What you can do
Use the guided contact import wizard
to pick your source (Apple Contacts, Google Contacts, Outlook, generic CSV, or PrimeTask backup) and follow the exact export steps for that tool.
Import contacts
from CSV, vCard (.vcf), or JSON files, with duplicate detection and handling.
Download a CSV template
from the Generic CSV source with every column header PrimeTask recognises.
Preserve contact-company links
by matching imported company names to existing companies or creating missing companies during contact import.
Import companies
from CSV or JSON files.
Export contacts
to CSV, vCard, or JSON.
Export companies
to CSV or JSON.
Choose how to handle duplicates
during import - skip, update existing, or import as new.
Migrate contacts
from Apple Contacts, Google Contacts, spreadsheets, or other CRMs.
Move CRM data between Spaces
by exporting from one and importing into another.
Back up CRM data
as JSON for full-fidelity snapshots.
How to access import and export
The Import and Export buttons live directly on the list pages:
- For contacts: Open the Contacts page and use the Import or Export button in the toolbar.
- For companies: Open the Companies page and use the Import or Export button in the toolbar.
Things worth knowing
Supported formats
| Format | Extension | Contacts | Companies | Best for |
|---|---|---|---|---|
| CSV | .csv | Import & Export | Import & Export | Spreadsheet workflows, bulk edits in Excel/Numbers/Google Sheets |
| vCard | .vcf | Import & Export | - | Migrating from Apple Contacts, Google Contacts, or other address books |
| JSON | .json | Import & Export | Import & Export | Full-fidelity backups, programmatic integrations, moving data between Spaces |
Companies don't support vCard
vCard is a contact format designed for individual people, not organisations. There's no widely-used equivalent for companies, so PrimeTask supports CSV and JSON only for company import/export.
Importing contacts
Step 1
Click Import on the Contacts page toolbar.
Step 2
The contact import wizard opens with a list of sources you can import from: - Apple Contacts - exports to vCard (.vcf) - Google Contacts - exports to vCard (.vcf) - Outlook / Microsoft 365 - exports to CSV (.csv) - Generic CSV - any spreadsheet tool that produces CSV - PrimeTask backup - JSON exported from another PrimeTask Space
Step 3
Pick the source that matches where your contacts live today. The wizard expands with the exact export steps for that tool, so you know which menu to use and what file to save.
Step 4
Click Choose file in the source. The file picker is pre-filtered to the right file type for that source, so you only see files that work.
Step 5
Pick your file. PrimeTask reads it, parses the contacts, and runs duplicate detection against your existing contacts in the Space.
Step 6
If the file includes company information, review the company-link summary before importing.
Step 7
If duplicates are found, choose how to handle them: - Skip duplicates (default, safest) - only import contacts that don't already exist - Update existing - import new contacts AND overwrite existing matches with the file's values - Import all as new - create every row as a new contact, even if a match already exists
Step 8
Click Start Import and wait for it to finish. The Contacts page refreshes with the new data.
After import, PrimeTask shows how many contacts were imported, how many were skipped, how many companies were created, and how many had errors (if any).
Generic CSV template
The Generic CSV source includes a one-click template download with every column header PrimeTask recognises (First Name, Last Name, Title, Email, Phone, Mobile, Company, Status, Priority, Source, LinkedIn, Twitter, Website, Tags, Notes). Use it as a starting point if you're building a CSV from scratch.
Don't close PrimeTask during import
The import processes contacts sequentially. If you close the app mid-import, only the contacts processed so far are saved. Wait for the import to finish.
Contact-company links during import
When a contact import file includes company information, PrimeTask tries to preserve those relationships automatically.
PrimeTask can read company information from common contact fields, including:
- CSV: Company or Organization columns
- vCard: organization data from the contact card
- JSON: existing company link fields or company-name fields
Before you start the import, the confirmation window shows a company-link summary:
- How many imported contacts include company data
- How many existing companies were matched
- How many new companies will be created
- Whether any company references could not be matched
If a company name already exists in the current CRM scope, PrimeTask links the imported contact to that company. If the company name does not exist, PrimeTask creates the company and links the contact to it.
This means a CSV from another CRM can bring in contacts and rebuild basic company relationships in one import, without manually creating every company first.
Importing companies
The flow is the same as contacts with two differences:
- Accepted formats: CSV and JSON only (no vCard)
- CSV headers: Your CSV should include columns for name (required), industry, email, phone, website, status, and size. Rows without a name are skipped as errors.
Exporting contacts
Click Export on the Contacts page toolbar and pick a format:
- CSV - one row per contact with standard fields. Open in Excel, Numbers, or Google Sheets.
- vCard (.vcf) - drag into Apple Contacts, Google Contacts, or any address book app.
- JSON - the full data for every contact, including custom fields, tags, and metadata. Best for backups and full-fidelity transfers.
All contacts in your current view (respecting any active filters) are included.
If contacts are linked to companies, exports include that company information:
- CSV writes readable company names in the Company column.
- vCard includes the linked company as organization data.
- JSON preserves the full contact-company relationship data.
Pick the format that matches your destination
Use CSV for spreadsheet workflows and bulk edits. Use vCard for moving contacts to another address book. Use JSON for backups or transferring between PrimeTask Spaces - JSON preserves every field including custom fields, while CSV and vCard carry only the standard fields.
Exporting companies
Same as contacts but with two formats only - CSV and JSON. No vCard for companies.
What about activities and CRM tasks?
Activities and CRM tasks don't have their own import/export buttons. To back them up or move them, use:
- Full Space backup from Data Management - backs up everything including CRM activities and tasks
- The MCP server - for programmatic access via AI agents. See CRM & MCP.
For comprehensive CRM backups (contacts + companies + activities + tasks), use the global backup in Data Management rather than individual exports.
Migrating from another app
The import wizard has a card for each common source with the export steps spelled out. The summary below covers the same ground at a glance.
From Apple Contacts or Google Contacts:
Step 1
Open the Contacts page in PrimeTask and click Import.
Step 2
Pick Apple Contacts or Google Contacts in the wizard and follow the export steps shown.
Step 3
Choose the resulting .vcf file. Review duplicates. Import.
From Outlook or Microsoft 365:
Step 1
Click Import on the Contacts page.
Step 2
Pick Outlook / Microsoft 365 in the wizard and follow the export steps.
Step 3
Choose the resulting .csv file. Review duplicates. Import.
From a spreadsheet (any source):
Step 1
Make sure your spreadsheet has a header row with recognisable column names (e.g., First Name, Last Name, Email, Phone).
Step 2
Export as .csv.
Step 3
In PrimeTask, click Import and pick Generic CSV in the wizard. Use the template download if you want a known-good starting point.
Step 4
Choose your CSV file. Review duplicates. Import.
From another CRM (Salesforce, HubSpot, Pipedrive, etc.):
Most CRMs let you export contacts and companies as CSV. Export them, then import each CSV into PrimeTask. Use the Generic CSV source in the contact import wizard, and the Import button on the Companies page for company CSVs.
If your contact CSV includes a Company or Organization column, PrimeTask can match those company names to existing companies or create the missing companies during contact import. If you already have a separate company export, import companies first, then import contacts so PrimeTask can match contacts to those company records.
Standard fields carry over automatically; custom fields need to be recreated in PrimeTask first (see CRM & Custom Fields) and updated after import.
For full-fidelity migration with custom data, an AI agent via MCP can create contacts programmatically with custom field values included.
Migrating between PrimeTask Spaces
To move contacts and companies from one Space to another:
Step 1
Switch to the source Space.
Step 2
Export companies as JSON.
Step 3
Export contacts as JSON (preserves all fields).
Step 4
Switch to the destination Space.
Step 5
Import the companies JSON file.
Step 6
Import the contacts JSON file.
JSON preserves the maximum amount of information. Import companies before contacts when possible so contact-company links can be matched cleanly. See CRM & Spaces for how CRM data is scoped per Space.
Back up before bulk operations
Export before you delete
If you're about to run a large bulk import, bulk delete, or bulk update, export your contacts and companies as JSON first. If something goes wrong, you can re-import the JSON to restore the previous state. PrimeTask doesn't have an undo for bulk CRM operations. For full Space backups, see Data Management.
Common questions
"I have 500 contacts in a Google Sheet. How do I get them into PrimeTask?"
Make sure your sheet has sensible headers (first_name, last_name, email, etc.), download it as CSV, open the Contacts page, click Import, select the CSV, pick Skip duplicates, and start the import. Large imports take a moment but the process is automatic.
"I want to move my contacts from Apple Contacts to PrimeTask."
Click Import on the Contacts page and pick Apple Contacts in the wizard. The expanded card shows the exact export steps. Save the .vcf file, then choose it from the wizard's file picker.
"I want to back up my CRM before a big bulk delete."
Export contacts as JSON and companies as JSON (two separate exports). Save both files somewhere safe. After your bulk delete, if you need to restore, re-import both JSON files.
"I want to bulk-update phone numbers for 200 contacts."
Export contacts as CSV, open the CSV in a spreadsheet app, update the phone column for the 200 contacts, save the modified CSV, then re-import it with the Update existing duplicate handling option. PrimeTask overwrites the existing contacts with the new values.
"Can PrimeTask create companies from my contact import?"
Yes. If your contact import includes company names, PrimeTask shows how many companies will be matched or created before you start the import. New company records are created during the import and the contacts are linked to them automatically.
"Should I import companies or contacts first?"
If you have both company and contact files, import companies first, then contacts. That gives PrimeTask existing company records to match against. If you only have a contacts file with company names, PrimeTask can still create the missing companies during the contact import.
"I want to share my contacts with someone who doesn't use PrimeTask."
Export as CSV (for spreadsheet users) or vCard (for address book users). Send them the file.
"Custom fields I set up didn't carry over in the CSV import."
CSV imports carry standard fields only. To preserve custom fields, use JSON format - JSON includes custom field values. Alternatively, import via CSV for the basics and then update custom fields manually or via an AI agent through MCP.
Where to go next
| If you want to… | Read this |
|---|---|
| Manage contacts after importing | Contacts |
| Manage companies after importing | Companies |
| Set up custom fields before importing | CRM & Custom Fields |
| Use AI agents for programmatic CRM data handling | CRM & MCP |
| Back up your entire Space (not just CRM) | Data Management |
| Move CRM data between Spaces | CRM & Spaces |
| Return to the CRM hub | PrimeCRM Overview |