Keep a customer list you can use
A customer list should help the next person who opens it. Start with a name, a reliable way to contact someone and a useful note. For a printing shop, that note could record which customer needs a revised quotation. Keep each field tied to a task your team does.
Start with fields you will use
Keep the contact's name, company, email or phone number, and where the enquiry came from. Add a short note about the current conversation. Amazing Automation requires a name and at least an email address or phone number. Use an international phone format such as +60123456789. Keep a company name in its own field so someone searching for the business can find the right person.
Use the available lead, customer and archived statuses consistently. A printing shop could mark a new quotation request as a lead and change it to customer after the first completed order. Agree on that meaning with the team. An archived record is an organisation choice; it is not a substitute for handling a person's request to stop receiving messages.
Write notes that continue the conversation
Replace “Interested” with something another colleague can act on: “Needs 200 menus on matte paper. Asked for a revised price on Friday.” Record the request and the next agreed step without guessing the customer's budget or preferences. Avoid putting passwords, payment card details or unrelated personal information in notes. A small set of tags, such as Retail or Repeat order, is easier to maintain than a different tag for every conversation.
Review imports before adding them
Clean an existing spreadsheet before exporting it as CSV. Use the supplied columns, remove duplicate email addresses or phone numbers, and check a few records manually. Import up to 200 contacts at a time. The review step lets you inspect the parsed records before saving. If an imported email or phone already belongs to a contact, the batch is rejected rather than silently replacing that person's details. Correct the conflict and review the batch again.
The Marketing data collector can extract candidates from saved HTML or CSV content that you provide. It does not crawl live websites. Review each candidate and its source before adding it to CRM. Finding an address on a page is not, by itself, a reason to send that person a promotion.
Make a short weekly check
Search for active enquiries, update notes after a conversation and archive records that no longer belong in the working list. Open a contact before editing so you see its latest details. If another colleague has changed it while you were working, reload it and compare the change instead of overwriting their work. Export page downloads the contacts on the current results page, so include every page when you need a complete copy.
The CRM and WhatsApp tools sit in the same workspace, but adding a contact does not send a message or create an automatic campaign. Keep those steps deliberate. Start with a small, accurate list and make it useful to the people answering customers every day.