To move catering leads into a CRM, make a clean copy of your spreadsheet, decide which rows represent distinct inquiries or events, map the columns, and test a small batch before importing the rest. Keep the original file so you can compare the result. The first milestone is an accurate customer and event record, not moving every historical document in one step.
This guide explains the process using Crema’s lead importer. If you are still choosing a tool, start with the catering CRM buyer checklist. If you already have a spreadsheet of inquiries, the steps below show how to prepare it for the catering CRM workflow.
1. Decide what each spreadsheet row represents
Use one row for each inquiry or event you want to track. Two separate events for the same customer can be two valid leads; the same event copied into two tabs is usually a duplicate to remove before import. If your sheet is only a contact list, you can import names and contact details without inventing an event date.
Separate active inquiries from completed events and archive records you do not need to bring over now. Remove subtotal rows, section headings, and blank separators. Keep a working copy of the source file and mark which rows belong to each import batch.
In Crema, Name is the only required field. A row without a usable name is skipped. Optional information can stay blank when you do not know it; a guessed guest count or date creates more cleanup later.
2. Map catering spreadsheet columns to lead fields
Crema suggests matches for common column names, but review each selection before importing. The event venue and your operating branch are different concepts.
| Spreadsheet information | Crema import field | Check before importing |
|---|---|---|
| Client or contact name | Name | Every row needs a usable name |
| Contact email and telephone | Email, Phone | Check spelling; preserve phone numbers as text in your spreadsheet |
| Customer business | Company | Use consistent company names across events |
| Wedding, office event, or other occasion | Event type | Check the mapped value against the event types your team uses |
| Event dates | Event date, Event end date | Prefer YYYY-MM-DD; the end date cannot precede the start date |
| Estimated attendance | Guest count | Use a whole-number count, such as 80 |
| Pipeline stage | Status | Review the imported stage; a blank status defaults to Lead |
| Estimated offer amount | Quote value | This is a lead value, not a saved proposal or payment record |
| Event site | Venue / address | This is the venue text, not the branch that owns the lead |
When the Branch for these leads selector is shown, choose the appropriate branch for the whole batch. If your spreadsheet mixes operating branches, split it into separate batches. Putting a branch name into the Venue / address column does not assign branch ownership.
3. Start with a small CSV example
Here is a fictional example with three supported columns. Copy it into a plain-text file saved with a .csv extension, or use the importer’s paste-CSV option. It creates a lead if you submit it, so replace the sample with a few selected real rows before a production import.
Name,Event date,Guest count
Example,2027-01-15,80
For a fuller starting point, the importer’s download template option includes the supported fields. You can also export a CSV from Excel or Google Sheets. Check the exported file rather than assuming the spreadsheet’s display formatting survived: dates and phone numbers are common places for unintended changes.
Use unambiguous dates such as 2027-01-15. Keep unknown values blank. Do not put notes such as “around eighty, maybe more” in a numeric field; keep the agreed estimate in Guest count and retain the original note outside the import until you can add it through the appropriate workflow.
4. Choose CSV or a one-time Google Sheets import
Open Import leads from the Leads page and choose Upload / paste CSV or Google Sheets link. CSV lets you import an exported copy without changing the sharing settings of the original sheet.
The Google Sheets option requires a sheet readable by link. Anyone who has such a link may be able to read that sheet, so use CSV if you do not want to broaden access to customer information. Crema pulls the data once; later changes in the sheet do not continuously sync into the CRM. Likewise, editing an imported lead does not write back to the source spreadsheet.
Confirm that the fetched headers and preview rows belong to the intended sheet before continuing. Keep batches to 500 leads or fewer; the importer rejects a larger batch rather than splitting it for you.
5. Review skipped rows, blanked values, and matches
Before clicking Import, check the mapped Name column, the ready and skipped counts, and the preview. The preview displays a sample, so review the complete source file too. Crema identifies rows skipped for a missing name and reports certain values it could not read, such as an invalid date, guest count, or quote value. Those fields are left blank rather than silently turned into a different value.
The preview also highlights email matches with existing clients. That is a notice, not duplicate prevention. Importing the same rows again creates additional leads; it does not update the earlier import. Matching customer history in Past Clients does not mean duplicate event records have been removed.
Fix problems in the working spreadsheet before importing the remaining batches. Keep the first test batch out of those later files. If a submission’s result is unclear, inspect the lead list before retrying instead of assuming nothing was created.
6. Reconcile the imported records before using them
After your small test batch succeeds, compare it with the source. Open a few imported leads and check the client name, contact details, event date, guest count, status, value, venue, and branch. Record which rows you imported and investigate unexpected counts before moving on.
Repeat the process for the remaining batches. Once the records are correct, decide who owns each active inquiry and its next action. Our catering inquiry and follow-up templates can help your team write those messages without losing the context you just brought over.
What a lead import does not migrate
The importer brings over the supported lead fields above. It does not transfer saved quote versions, accepted contracts, invoices, card details, or payment transactions. An imported Quote value is not proof that a customer accepted an offer or paid you. Keep the original business records available and verify payment history in the system that recorded it.
Use catering proposal software to create and manage new offers after the lead records are in place. For multi-day events, start and end dates can be imported, but a detailed schedule for each day needs separate review. Treat the import as the start of a connected sales workflow, with historical documents and financial records checked independently.
Put the workflow into practice
See how Crema connects customer management with event operations.
Bring inquiries, pricing, proposals, bookings, staffing, and event details into one adaptable system.