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 ERP agent installation.
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 GPS coordinates (latitude/longitude) in your client file if you have them. This enables route optimization and the live map from day one. 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 — including invoices, products, and order history — connect your ERP using Kolva's on-premise agent. Currently supported ERPs:
- Sage X3 — Reads from SQL Server (customers, items, invoices)
- SAP Business One — Reads via OData REST API (business partners, items, invoices)
The agent is a self-contained binary that runs on your network. It pushes data to Kolva over HTTPS — no inbound ports, no VPN, no firewall exceptions needed. See Connecting Your ERP for step-by-step installation instructions.
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 sync includes configurable time windows. By default, Kolva imports the last 36 months of financial data, 24 months of orders, and 12 months of stock movements. You can adjust these in Settings > Integrations.
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.