---
title: "How to import new authority leads into your CRM"
url: "https://rookiefeed.com/guides/import-new-authority-leads-into-crm"
updated: "2026-10-26"
---

# How to import new authority leads into your CRM

> The Rookiefeed CSV has 34 columns and one row per carrier event. Keep usdot_number as each record's unique key, map contact, phone and email to your CRM's standard fields, and put the trucking fields (MC number, first-time flag, insurer, fleet size) in custom fields. Then import the same way every morning so new carriers are added and repeat carriers are updated, not duplicated.

On this page:

1. [Before the first import: decide the key](#before-the-first-import-decide-the-key)
2. [Column mapping](#column-mapping)
3. [Clean the file in Google Sheets first](#clean-the-file-in-google-sheets-first)
4. [HubSpot](#hubspot)
5. [HighLevel](#highlevel)
6. [Salesforce](#salesforce)
7. [Zoho CRM](#zoho-crm)
8. [A daily routine that takes five minutes](#a-daily-routine-that-takes-five-minutes)
9. [Questions](#questions)

## Before the first import: decide the key

Use usdot_number as the unique key. A carrier keeps its [USDOT number](https://rookiefeed.com/glossary/usdot-number) across events: the same company can show up as an application one week and a grant the next, or come back with a new authority later. Matching on email or company name alone splits those into two records.

Create these custom fields once: USDOT number (set it to unique if your CRM allows), [MC number](https://rookiefeed.com/glossary/mc-number), first-time authority, grant date, insurer, fleet size and equipment. Everything else maps to standard fields.

## Column mapping

The full meaning of every column is in [new authority data fields, explained](https://rookiefeed.com/guides/new-authority-data-fields).

| Rookiefeed column | Map to | Notes |
| --- | --- | --- |
| usdot_number | Custom field: USDOT number (unique) | The dedupe key |
| mc_number | Custom field: MC number | Quote it on calls; brokers and factors know carriers by it |
| legal_name, dba_name | Company name (legal_name); a custom DBA field | Most new carriers have no DBA |
| contact_name, contact_name_2 | Contact name | Full name in one column. Split into first and last in the sheet if your CRM requires a last name (Zoho Leads does) |
| phone, cell_phone | Phone, Mobile phone | Keep the cell column separate: autodialed calls and texts to cells need prior express written consent |
| email, email_type | Email; a custom field for email_type | email_type tells a company domain from a free mailbox |
| street, city, state, zip | Address fields |  |
| event, event_date | Custom fields: authority event, grant date | Filter today's grants from older rows and applications |
| first_time_authority | Custom yes/no field | Factoring and compliance reps work first-time carriers first |
| power_units, drivers, fleet_size, equipment_guess | Custom fields | Segment by truck count and equipment |
| insurer, insurance_effective, bipd_insurance_on_file | Custom fields | Agents use these to see who wrote the first policy and when |

## Clean the file in Google Sheets first

- Open the CSV in Google Sheets and select the data.
- Go to Data > Data cleanup > Remove duplicates, tick "Data has header row", and compare on the usdot_number column only.
- If your CRM needs first and last names, split contact_name into two columns.
- Download as CSV again for the import. If you only work the list in the sheet, keep one master tab and paste each day's new rows under it before removing duplicates.

## HubSpot

- Start from More > Data Management > Data Integration, or the Import button on the Companies or Contacts index page, then Import data.
- Choose Companies and Contacts in a single file, and set each object to create and update records.
- Map each column to a property with the HubSpot Property dropdown; use Import As to skip a column you don't want.
- For the unique identifier, HubSpot uses Record ID, Email for contacts and Company Domain Name for companies, or a custom property you created as unique-value. Make USDOT number a unique-value company property and pick it here.
- Name the import, tick the consent box and click Finish import.

## HighLevel

- Open Contacts and click Import Contacts, then choose contacts only.
- Upload the CSV (a single-sheet .csv under 30 MB, imported by an admin user) and pick the import type: create, update, or create and update.
- Map each column to a field. Custom fields such as USDOT number must exist in the account before you can map to them.
- HighLevel matches existing contacts by Contact ID, then email, then phone, so remove repeat USDOT numbers in the sheet first. Tick Don't update Empty Values so a blank cell doesn't wipe a field.
- Add a tag (for example the grant date) and, if you use one, a workflow for the first email.

## Salesforce

- Setup, then type Data Import Wizard in Quick Find and click Launch Wizard.
- Choose Leads under Standard Objects, then Add new records, and set Match Lead by to Email.
- Choose CSV as the source, pick the file, and map unmatched columns with Map in the Edit column. Put usdot_number in a custom field.
- Click Start Import. Salesforce emails you when it finishes.

## Zoho CRM

- Open the Leads or Accounts module and choose Import from the Create menu (your profile needs Import permission).
- Upload the CSV; CSV is the only format that takes more than 5,000 records per batch.
- Use Apply Auto Mapping, then map the rest. Leads require Last Name, so split contact_name first.
- Pick Add as new and update existing, and set Find existing using to Email. Tick Skip updating empty values.

## A daily routine that takes five minutes

- Save the 7am CSV to one folder with its date in the name.
- Remove repeat USDOT numbers in the sheet, or rely on your CRM's unique USDOT field.
- Import with create and update, tagged with the date, so yesterday's carriers form their own list.
- Assign today's first-time grants to whoever calls first, and start the first touch the same day.

## Questions

### Why not dedupe on email?

An email can change or be shared by related companies, while the USDOT number stays with the carrier. Where your CRM can only match on email, remove repeat USDOT numbers in the sheet before importing.

### Can I load the CSV into a dialer?

Yes, through the dialer's CSV import. Load the phone column for manual or click-to-call dialing, and keep cell_phone out of autodialed or prerecorded campaigns unless you have prior express written consent.

### Does the CSV change columns?

No. It has 34 columns in a fixed order, so an import mapping you save once works every day.

## Sources

- [HubSpot: Import objects](https://knowledge.hubspot.com/import-and-export/import-objects)
- [HighLevel: Importing contacts using a CSV file](https://help.gohighlevel.com/support/solutions/articles/155000004432-importing-contacts)
- [Salesforce Trailhead: Use the Data Import Wizard](https://trailhead.salesforce.com/content/learn/projects/import-and-export-with-data-management-tools/use-the-data-import-wizard)
- [Zoho CRM: Import data](https://help.zoho.com/portal/en/kb/crm/data-administration/import-data/articles/import-data)
- [Google Sheets: Remove duplicates](https://support.google.com/docs/answer/6325535)