How do I import or export my deals as a CSV?

Export your workspace data as a zip of CSV files, or bring deals and contacts in from a spreadsheet the same way. Use it to back up your data, move from another system, or bulk-edit outside KeyFlow and bring the changes back in.

Before you start

• Importing only adds rows. Nothing already in KeyFlow is matched or overwritten. An imported CSV always creates new records, even if a row looks identical to a deal already in your workspace.
• Unsure of the column format? Click Download sample first. It gives you a filled-in example zip in the exact shape import expects.

Steps

1. Open Settings, then click Data in the left rail.

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2. To export, check the entities you want under Export data: Transactions, Contacts, Vendors, Expenses, Income, and Email templates are all checked by default. Click Export selected. A zip downloads with one CSV per entity, plus a README explaining every column.

3. To import, choose a file under Import data: a .zip, or individual .csv, .md, or .html files. KeyFlow reads it and reports what it found.

4. Under Found in upload, uncheck anything you do not want to bring in. A file KeyFlow could not identify automatically appears under Needs your input with a dropdown: assign it to the right entity, or leave it on "Don't import" to skip it.

5. Click Import selected.

What you should see

A progress bar counts rows as they import, then an Import complete summary totals how many landed in each entity, with a Skipped rows list naming the row number and reason for anything KeyFlow could not use.

When it doesn't work

• On the transactions CSV, Commission %, Referral Fee %, and Broker Fee % each pair with a flat-dollar column: Commission Amount, Referral Fee Amount, Broker Fee Amount. Fill exactly one of each pair. If you fill both, the flat dollar amount wins and the percent is ignored.
• Every imported transaction uses a manual Broker Fee, not your workspace's normal cap-and-split math: the referral fee and admin fee still apply, but your brokerage's risk management fee, transaction review fee, company-dollar split, and capping do not. Leave both Broker Fee columns blank and KeyFlow does not fall back to your real split; it treats the broker's cut as zero. Enter it yourself, as a flat amount or a percentage, if the deal needs the real number.
• A Sold or Terminated deal imported without a Close Date stays visible in the Transactions list, but a search that filters or sorts by date silently skips any row missing one, with no error. This exact mechanism once hid dateless deals from the transactions list entirely, a 2026-07-27 regression since fixed; it still applies to any date-range view today, such as the Income page's date filter. Give an imported Sold or Terminated deal a Close Date if you want it counted there.