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How to Export HVAC Leads to CSV

How to Export HVAC Leads to CSV

Every lead your chatbot captures is valuable. Here's how to export them so you can analyze, import into other tools, or back them up.

Why Export Leads?

• Import into your CRM (Housecall Pro, ServiceTitan, Jobber)
• Analyze lead sources and conversion rates
• Share with your sales team
• Backup before making changes
• Cancel your account without losing data

Step 1: Access the Export Feature

Log into the CoolerDesk portal. Navigate to Leads → Export.

You'll see options for date range, lead status, and format.

Step 2: Choose Your Export Parameters

Date Range:

• Today, last 7 days, last 30 days, custom range
• Export all historical data at once

Lead Status:

• All leads
• New (not yet contacted)
• Contacted (you reached out)
• Booked (appointment scheduled)
• Closed (job completed)
• Lost (didn't convert)

Data Fields Included:

• Lead ID, name, phone, email, service address
• Problem description, system type
• Lead source (which page they converted on)
• Timestamp, conversation transcript link
• Assigned team member, notes

Step 3: Export and Download

Click Export. The system generates a CSV file. Download time depends on the volume — most exports complete in under 30 seconds.

What to Do With the CSV

Import into CRM: Most CRMs accept standard CSV imports. Map your columns:

• Name → Contact Name
• Phone → Phone
• Service Address → Location
• Problem Description → Job Notes

Analyze in Excel/Google Sheets:

• Sort by lead source to see which pages perform best
• Filter by date to spot seasonal trends
• Calculate conversion rate by service type
• Identify returning customers

Automation Option

On Premium, you can set up automated CSV exports. Choose the frequency (daily, weekly, monthly) and the destination (email, Google Drive, Dropbox). New leads are automatically appended.

Pro Tip

Export your leads weekly and store them in a secure cloud folder. Even though CoolerDesk keeps your data safe, having your own backup gives you peace of mind and a historical record you can analyze anytime.