Kolva works best when it has your real client data. This article covers three ways to bring your data in: CSV/Excel import, CRM connection, and a qualified connection to the ERP already in place.
Option 1: Import from CSV or Excel
The fastest way to get started is uploading a spreadsheet. Navigate to Settings > Import and follow these steps:
- Click Upload File and select your CSV or Excel file (.csv, .xlsx, .xls).
- Kolva's AI automatically detects the file type (clients, products, orders) and maps your columns to its data model.
- Review the suggested column mapping. Adjust any fields that were not matched correctly.
- Click Import. Kolva validates each row and reports any errors (missing required fields, duplicate entries, invalid formats).
Pro Tip: Include client coordinates (latitude/longitude) in your file if you have them. This enables route optimization from day one. The visit proof map is populated only by explicit physical-visit check-ins, never by imported client coordinates. If you do not have coordinates, Kolva will geocode addresses automatically in the background.
Option 2: Connect Your CRM
Kolva integrates with 20+ CRM platforms for automatic, ongoing data synchronization. Supported CRMs include:
- OAuth-based: Salesforce, HubSpot, Zoho, Microsoft Dynamics 365
- API key-based: Pipedrive, Close, Monday, Bitrix24, Freshsales, Copper, Nimble, Insightly, SugarCRM, Zendesk Sell, NetSuite, Odoo, VTiger, and more
To connect, go to Settings > Integrations, find your CRM, and follow the authorization flow. Once connected, Kolva syncs clients, contacts, deals, and activities on an ongoing basis.
Option 3: Connect Your ERP
For deeper data integration, Kolva qualifies the connection against your real ERP environment without requiring an ERP migration:
- Sage and SAP families — Use the validated public path available for the relevant family.
- Odoo and Microsoft Business Central — Use the compact guided trial or demo path before any production scope is confirmed.
- Specific ERP environment — Request a private review before Kolva confirms coverage or technical access requirements.
IT validates the technical access. Business owners resolve any ambiguity that requires a decision, and activation follows only after the connection and mappings have been verified. See Connecting Your ERP for the qualification steps.
Data Validation and Mapping
Regardless of the import method, Kolva validates your data before making it live:
- Duplicate detection — Fuzzy name matching prevents duplicate client records across sources.
- Required fields — Client name is mandatory; other fields are optional but recommended.
- Prospect matching — If you have been tracking prospects, Kolva automatically matches imported clients to existing prospects and offers to convert them.
Note: ERP data scope and synchronization settings are agreed during qualification and verified against the source environment before activation.
Next Steps
With your data flowing into Kolva, the next step is installing the mobile app so your field team can start working. See Installing the Mobile App.