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Part Two — Make it usable

Step 5 — Export for your CRM

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Export for your CRM

This is where everything lands in one place: all your contacts, sorted, with closing details on every past client and birthdays wherever you have them. Then Claude turns it into two files your CRM can import.

Why two files? One client can have several closings. A Contacts file has one row per person. A Closing History file has one row per closing. Keeping them separate means a repeat client keeps every deal instead of getting flattened into one.

Before you start

  • Check if your CRM has an import template. Many CRMs require a specific CSV template for uploads. If yours does, download it from your CRM's import settings and upload it here. Claude puts your files in that exact format: same columns, same order, same date format.
  • Decide your categories.

"You want categories to be the same in both platforms so you need to check limitations within those systems."

— Rebecca Green

Run the prompt

Build your CRM files
I'm uploading Master Contacts.csv and my Closings files for [YEARS]. [If your CRM requires a template: I'm also uploading its import template. Put both files in that exact format: same columns, same column order, same date format.]

1. Start with everyone in Master Contacts. Add any past client from my Closings files who isn't in it yet. One row per person. Same person = same name plus the same email or phone. People who share an email or phone (couples often do) stay as separate people. Flag them.
2. Tag every past client as Client, alongside the category they already have.
3. For every past client, add their most recent property address, most recent close date, and number of closings.
4. Include Confirmed and Double-check closings. For any client with a Double-check closing, add the note "Double-check deal details." Leave out Missing and Fell Through.
5. Keep every birthday.

Create two files. If I uploaded my CRM's template, its columns win over the ones below.

Contacts.csv, one row per person, for everyone:
First Name, Last Name, Email, Phone, Birthday, Category, Most Recent Property Address, Most Recent Close Date, Number of Closings, Notes, Source.
[If your categories are different: Use these categories: LIST.]

Closing History.csv, one row per closing:
First Name, Last Name, Email, Property Address, City, State, Zip, Side, Close Date, Title Company, Status (Confirmed or Double-check).
If a couple bought or sold together, give each person their own row for that closing.

Give me both files to download. Tell me how many contacts, how many past clients, how many closings, how many repeat clients, how many Double-check closings, and how many contacts are still missing an email or phone.

Import it

  1. Import Contacts.csv first. That's your database.
  2. Closing History.csv: if your CRM can import transactions or deals, import it there. If it can't, keep the file. Every contact already has their most recent closing on their record.
  3. Spot-check 10 contacts in your CRM before you delete anything anywhere.

Up next: the finish line.