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What is the customer import wizard?

If you’re switching to Probase from another app — or have an existing customer list in a spreadsheet, PDF, or other document — you can import all of it at once using the customer import wizard. Probase uses AI to read your files and extract customer names, contact details, property addresses, services, and upcoming appointments automatically.
The import wizard can read almost any format: spreadsheets (CSV), text files, PDFs, word-processor exports, and even photos of handwritten lists or printed documents (JPG, PNG, GIF, WEBP).

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How to import customers

1

Open the import wizard

Go to Customers in the sidebar and click Import Customers. This opens the import wizard.
2

Upload your files

Drag and drop your files onto the upload area, or click to browse and select them. You can upload multiple files at once — for example, a CSV with customer names plus a PDF with their addresses.Supported formats:
  • Spreadsheets: CSV
  • Documents: TXT, PDF, XML
  • Images: JPG, PNG, GIF, WEBP (useful for photos of printed lists)
Each file can be up to 20 MB.To remove a file before processing, tap the × next to it.
3

Start processing

Click Process Files to send your files to Probase’s AI. The wizard submits the job for processing and immediately shows a live progress screen — no need to do anything else.Processing moves through four stages automatically:
  1. Extracting — Reading the contents of your uploaded files
  2. Analyzing — AI identifies customers, addresses, services, and appointments
  3. Creating — Organizing the extracted data into records
  4. Checking for duplicates — Comparing against your existing customers to avoid creating duplicates
The progress screen updates every few seconds on its own. Keep the page open until processing finishes — larger files with lots of customers can take a minute or two.
4

Review the extracted records

Once processing is complete, the wizard shows you everything it found. Records are organized in a tree:
  • Customer (top level)
    • Property (the customer’s address)
      • Service (a service at that property)
        • Appointment (a scheduled visit for that service)
Each record has a checkbox. By default, all new records are checked for import. Records that appear to be duplicates of existing customers or properties are unchecked automatically — review these carefully to decide if they should be imported or skipped.Actions you can take:
  • Check or uncheck individual records to include or exclude them
  • Select All / Deselect All buttons to quickly check or uncheck everything
  • Edit a record’s details inline — click on any field to correct a name, address, or other detail before importing
Approving or skipping a parent record affects its children. If you uncheck a customer, all their properties, services, and appointments are also skipped. If you check a customer back in, their children are re-checked too.
5

Import

When you’re happy with the selections, click Import Selected. Probase will create all the approved records in your account.The final screen shows a summary:
  • Created — how many records were added
  • Skipped — how many you chose not to import
  • Errors — any records that couldn’t be created (rare)
Click View Customers to see your newly imported customer list.

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Tips for best results

Clean up your file first. The AI works well with messy data, but the cleaner your file, the more accurate the results. If your spreadsheet has a header row, keep it — it helps the AI understand what each column means. Include column headers in spreadsheets. A CSV with headers like First Name, Last Name, Email, Phone, Address will extract more accurately than one with unnamed columns. Upload multiple files together. If your customer data is spread across several files, upload them all in one batch. The AI reads them together and can match information across files. Review duplicates carefully. The wizard automatically flags records that look like existing customers or properties in your account. Double-check these before importing to avoid creating duplicate records. You can always edit after importing. If something is extracted incorrectly, you can edit the customer, property, or service after the import completes. No need to get everything perfect in the review step.

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What gets imported

The import wizard can extract and create the following:
Record typeFields imported
CustomerFirst name, last name, email, phone
PropertyAddress, city, state, ZIP code, country
ServiceName, price, billing type, service interval
AppointmentDate and time
Not every file will contain all record types. If your spreadsheet only has customer names and addresses, only customers and properties will be created — that’s fine.

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If the import fails

If processing fails (for example, due to a file that can’t be read), the wizard shows an error message with details. Click Back to Customers to return to your customer list, then open the import wizard again to try with a different file or format. If you continue to have trouble, contact support and we can help you get your data imported.