Import and export customer data

Have a large customer list from a previous system or just want a faster way to add or update many customers at once? Helcim's import and export tools can be a huge time-saver, helping you manage your customer data in bulk while reducing manual entry errors.

This guide shows you how to import customer profiles and secure card tokens, export that same data, and navigate specific considerations for QuickBooks users.

In this article

• Important note about credit card data

• Importing customer data

• Exporting customer data

• Special considerations for QuickBooks

• Next steps

• FAQs

Important note about credit card data

For your security and to comply with strict PCI standards, you cannot import or export full credit card numbers using the self-serve tools described below.

If you are migrating from another payment processor and need assistance securely transferring full credit card details, please contact our support team directly at help@helcim.com for guidance on our secure migration process.

Importing customer data

Ready to upload your customer list or saved card tokens?

Set up the import file

1. Open the All Tools menu, and then select Customers.

2. Click Import / Export.

3. Choose what you want to import:

   • Customers: To import customer profiles (name, address, contact info, etc.).

   • Credit Cards: To import secure card tokens and associated non-sensitive details (last 4 digits, expiry dates) linked to customer codes.

4. Select the import type (CSV or QuickBooks Desktop) and click Next.

Upload the import file

1. Once your file matches the sample format, click Browse, select your prepared file, and click Open, then Next.

2. Review the data preview screen carefully to ensure everything looks correct.

3. If it looks good, click Confirm. If you need to make changes to your file, click Back.

4. You'll see a confirmation message once the import is successfully processed.

Exporting customer data

Need to download your customer information?

1. Open the All Tools menu, and then select Customers.

2. Click Import / Export.

3. Choose the data set you want to export:

   • Customers: Exports profiles including code, names, billing, and shipping details.

   • Credit Cards: Exports a list including customer code, names, card tokens, last four digits, expiry, and key dates (created, updated, last used).

   • Customer Card Count: Exports a simple list of customer codes and the number of cards saved for each.

4. Select the export file type you prefer (CSV or QuickBooks Desktop).

5. Confirm the email address where the export file should be sent. This defaults to your account email but can be edited.

6. Click Export.

The system will prepare the file and email it to the specified address once ready.

Special considerations for QuickBooks

If you're using Helcim’s integration with QuickBooks Online, the direction you sync data matters for compatibility:

• Workflow: To ensure QuickBooks recognizes customers and updates correctly, you generally need to import customer data from QuickBooks into Helcim first. You can then make changes or add payment details in Helcim and export the updated information back to QuickBooks.

• Why: QuickBooks may not properly recognize or integrate customer profiles that were created only within Helcim and then exported to QuickBooks for the first time. Starting the data flow from QuickBooks is recommended.

Next steps

• Need to manage just one or two profiles? See Add, edit, and merge customer profiles.

• Using QuickBooks? Check out our detailed QuickBooks Integration Guide