How to call a customer list from Excel or Google Sheets, step by step

1. Decide who you may call

Only put people on the list who enquired with you, agreed to be called or are already your customers. Don’t call purchased databases: it may be unlawful and it harms your company’s name.

Before you start, the portal asks “Who are these people?” and saves the answer. If someone says “don’t call me” during a call, that number is not called again.

2. Prepare the Excel file

• A phone number column is enough. A name column is even better: the operator can address the customer by name.
• Numbers can be written in different ways: +998 90 123 45 67, 90 123 45 67 or 998901234567.
• Wrong or incomplete numbers are left out: after the upload the portal shows how many numbers were accepted.
• Remove duplicates: being called twice is annoying.
• Excel (.xlsx) or CSV both work. One auto-call holds up to 10,000 people.

3. Answer three questions in the portal

Open Auto-calls in the portal and create a new auto-call. It is three questions:

1. 1Who do we call? Upload the Excel file. Other sources work too: Google Sheets, your CRM or requests in the portal.
2. 2What is it about? Pick a purpose: payment reminder, offer or news, visit reminder, call back a request, survey or other. A short brief for the operator fills in by itself and you can edit it. In a payment reminder, for example, the operator never asks for a card number or a code.
3. 3When? Start now (every day 9:00–20:00) or only during working hours (Mon–Fri, 9:00–18:00).

Under “More” you can change the name, the operator, the number to call from, the days, the number of attempts and the daily limit. Before you start, the portal shows how many people will be called and the approximate cost. Then one Start button.

How to write a good brief for the operator

• Who is calling and why: your company name and the reason for the call.
• What to offer or remind about: the exact date, amount or offer terms.
• What to find out: are they coming, when will they pay, which option interests them.
• What to do if they’re not interested: say goodbye politely, don’t push.
• When to transfer to staff: for example, when the customer wants to buy right now.

Keep the brief short. Facts such as prices, address and hours come from your company’s information, so you don’t need to repeat them in the brief.

What happens during the calls

• The operator greets the customer in your company’s name and says why it is calling.
• It answers questions from your company’s information and, when needed, books an appointment or confirms an order.
• If the customer says “I can’t talk now”, it asks for a better time and calls back then.
• Numbers that don’t answer are tried again later; you set the number of attempts.
• By your rule, it can put an interested customer through to your staff.
• Calls go out only in the hours you chose. When the daily limit is reached, the auto-call continues the next day. One button stops everything if you need it to.

When the list is in Google Sheets or your CRM

Google Sheets: the operator calls every new row in the sheet and writes the result back into it. Handy when your website or form writes leads to a sheet. Our team makes the first connection with you.

CRM: with Bitrix24 or amoCRM connected, the operator calls a customer as soon as their deal moves to the stage you choose, for example every lead in a “New request” stage. More: Bitrix24 AI calling and amoCRM AI calls.

Portal requests: you can call new requests, people who asked for a callback, or all of them.

Where to see the results

The auto-call page shows each person’s status, attempts, result, interest, a short summary and the next step. “Download results (Excel)” puts it all in one file. The recording and full transcript of every call are in the portal too.

You can also ask Yordamchi, the portal’s assistant, in plain words: “How are the auto-calls going?” or “Why did this list stop?”. How results get into a CRM: CRM call logging with Bitrix24 and amoCRM.

The price

You pay only for talked minutes: 800 so‘m a minute. Numbers that don’t answer cost nothing. For example, if 300 of 500 people on the list answer and each talks for two minutes on average: 600 minutes × 800 = 480,000 so‘m. More: AI outbound calls.

Questions