Insightly is a CRM and project management platform. Its data model covers contacts, leads, organisations, opportunities, projects and tasks. Import and export capabilities are available for all core object types.
This guide covers CSV import, record export, the Insightly API and Coefficient for recurring exports to Google Sheets or Excel.
| What data can you import and export from Insightly? |
| Insightly supports CSV import of contacts, leads, organisations, opportunities and tasks. Export covers all core objects as CSV with field-level selection. The Insightly API provides full programmatic access to all objects including activity history and custom fields. Coefficient connects Insightly to Google Sheets or Excel for live, auto-refreshing CRM data exports. |
How to import data into Insightly
Method 1: CSV import
- In Insightly, go to the object type you want to import (Contacts, Leads, Organisations, Opportunities or Tasks).
- Click the … menu or look for Import Data in the top navigation.
- Upload your CSV file. Insightly reads column headers and attempts auto-mapping.
- Review and adjust field mappings. Insightly shows a preview of how each column will import.
- Click Import. Insightly processes the file and reports successes and errors.
Format requirements:
- File type: CSV only.
- Encoding: UTF-8 recommended for international characters.
- Custom fields: must be pre-created in Insightly before import. Use the exact field name as the column header.
- Relationships: linking records across objects (e.g. a contact linked to an organisation) requires a matching identifier in both the import file and existing records.
- Cannot import: activity history (emails, calls, meetings) and file attachments cannot be imported via CSV.
Method 2: Insightly API
The Insightly API supports full CRUD operations on all objects. Use it for migrating from Salesforce or another CRM with full activity history, automated lead capture or continuous data sync.
How to export data from Insightly
Method 1: Record export (CSV)
- Open the object view (Contacts, Leads, Opportunities, etc.) in Insightly.
- Apply filters to narrow the records you want to export.
- Click the … menu and select Export.
- Choose which fields to include. Insightly allows field-level selection before exporting.
- The CSV downloads directly or Insightly emails a download link for larger exports.
- Included: all standard and custom field values.
- Not included: activity history, email threads, file attachments. Use the API for these.
Method 2: Coefficient for live, scheduled exports
Insightly’s native export is a one-time CSV download. For sales teams and ops managers who need fresh CRM data in a spreadsheet regularly, Coefficient automates this.
Coefficient connects Insightly to Google Sheets or Excel with auto-refresh.
- Import contacts, leads, opportunities and projects with field-level selection and status filters.
- Set auto-refresh so pipeline and contact data is always current.
- Turn live Insightly data into a shareable web dashboard. Coefficient AI dashboards build it in plain English.
How to connect Insightly to a spreadsheet with Coefficient:
- Install Coefficient from the Google Workspace Marketplace or Microsoft AppSource.
- Open Coefficient from the Extensions menu in Google Sheets, or the add-in menu in Excel.
- Click Import From and select Insightly. When prompted, enter your Insightly API key to complete the connection.
- Select the object type, choose fields and apply any filters.
- Set a Scheduled Run to refresh data automatically.
Method 3: Insightly API for programmatic export
The Insightly API provides JSON access to all CRM objects, activity records and custom fields. Use it for full data backups, warehouse ingestion or building custom reports from Insightly data.
Import and export method comparison
| Method | Direction | Data covered | Format | Best for |
|---|---|---|---|---|
| CSV import | Import | Contacts, leads, organisations, opportunities, tasks | CSV | Bulk CRM data import, platform migration |
| Insightly API (import) | Import | All objects including activity history | JSON | Full-fidelity migrations, automated pipelines |
| Record export (CSV) | Export | All core CRM objects | CSV | One-time CRM data exports with field selection |
| Coefficient | Export from Insightly | Contacts, leads, opportunities, projects | Live sync to Sheets or Excel | Recurring exports, live pipeline reporting |
| Insightly API (export) | Export | All objects including activity history | JSON | Full backups, data warehouse ingestion |
FAQ
What file types can be imported into Insightly?
CSV only. Convert data from Excel or other formats to CSV before importing into Insightly.
Stop exporting data manually. Sync data from your business systems into Google Sheets or Excel with Coefficient and set it on a refresh schedule.
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Can you export Insightly data to Google Sheets automatically?
Yes, with Coefficient. Connect Insightly, select your object type and set a refresh schedule. CRM data updates in Google Sheets or Excel automatically.
How do you export Insightly contacts to CSV?
Go to Contacts in Insightly, apply any filters you need and click … > Export. Select which fields to include and download the CSV. For the full contact list without filters, leave the view unfiltered before exporting.
Can you import activity history into Insightly via CSV?
No. Activity history (emails, calls, meetings, notes) cannot be imported via CSV. Use the Insightly API to create activity records programmatically.
If you need Insightly CRM data refreshed automatically in a spreadsheet, try Coefficient free and connect Insightly in a few clicks.
