Database Preparation & System Loading
Take a raw, unstructured contact list and turn it into a campaign-ready database — cleansed, deduplicated, properly formatted and loaded into your ESP or CRM, ready to send.
- US$2,500
- Fixed fee — transparent pricing
- 3–5 Business Days
- Typical turnaround from kick-off
- All Major Platforms
- Klaviyo, HubSpot, Salesforce, ActiveCampaign & more
What is Database Preparation & System Loading?
Database Preparation & System Loading is the process of taking your raw contact data — whether it comes from a spreadsheet, a legacy system, a data vendor or an internal export — and transforming it into a clean, properly structured, campaign-ready database loaded into your email service provider or CRM.
This service is for companies that already have a contact list but need it reviewed, cleaned, deduplicated, reformatted and imported into their sending platform before they can run email campaigns. It covers everything from the initial data audit through to post-import validation, so you can be confident the data in your ESP is accurate, compliant and ready to send.
What you receive is a fully prepared database that has been through a structured quality-assurance process: duplicate records removed, invalid or bounced addresses flagged, fields standardised and mapped to your platform's requirements, segmentation applied where needed, and everything imported with a validation report confirming the data is clean and correct.
What's included
Every step from raw data to a campaign-ready database — covered under one fixed fee.
- Database Review — Initial audit of your source data for structure, completeness and quality issues
- Data Cleanup — Correction of formatting errors, inconsistent entries and malformed records
- Normalization — Standardisation of naming conventions, date formats, country codes and field values
- Deduplication — Identification and removal of duplicate records across the dataset
- Field Mapping — Mapping of source fields to your target platform's required columns and properties
- Segmentation Setup — Organisation of contacts into appropriate lists, segments or tags as required
- Data Formatting — Conversion of data into the correct format for import (CSV, API, platform-specific templates)
- Import Preparation — Pre-flight checks and staging before the data enters your live platform
- System / Platform Loading — Import of the prepared data into your ESP or CRM with correct configuration
- Post-Import Validation — Verification that all records were imported correctly, fields mapped as expected, and no data was lost
- Handoff Documentation — Summary of changes made, data quality notes and recommendations for ongoing maintenance
How it works
Six steps from raw data to a validated, campaign-ready database.
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Database Review
We receive your source data and conduct a thorough audit — examining structure, field completeness, data types, formatting consistency and any obvious quality issues. You receive a summary of findings before any changes are made.
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Cleanup & Deduplication
We correct formatting errors, remove duplicate records, standardise naming conventions and flag invalid or unverifiable entries. This is where the data goes from raw to reliable.
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Field Mapping & Formatting
We map your source columns to the target platform's required fields, convert data into the correct import format and apply any necessary transformations — such as splitting full names into first and last, or normalising phone numbers and date formats.
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Platform Loading
The prepared dataset is imported into your ESP or CRM. We configure list settings, apply segmentation (if specified), set field-level properties and ensure the import is mapped correctly to your platform's data model.
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Validation & QA
We run a post-import check to confirm that all records were imported, field mapping is correct, segmentation is applied as intended, and no data was lost or corrupted during the import process.
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Handoff
You receive a handoff document summarising the work completed — including record counts before and after, deduplication results, any data quality issues flagged, and recommendations for keeping your database clean going forward.
What the client needs to provide
To get started quickly, we ask clients to provide the following before kick-off.
Source Database File
The contact data you want prepared — typically a CSV, Excel file or platform export. This can come from a spreadsheet, a CRM export, a purchased list, or any other source. We will confirm the format and structure during the initial review.
Platform Access
Access to the ESP or CRM where the data needs to be loaded — either a user account with import permissions or API credentials. We can advise on the minimum permissions required so you do not need to grant full admin access.
Field Mapping Preferences
If you have specific preferences for how fields should be mapped to your platform (for example, which custom fields to use, how to handle extra columns, or which fields to exclude), let us know at the start. If you are unsure, we will recommend a standard mapping based on your platform.
Segmentation Requirements
If the data should be organised into specific segments, lists or tags upon import (for example, by industry, region, lead source or engagement level), provide the segmentation criteria and we will apply them during the loading phase.
Platform loading
We load your prepared data into the platform you already use — no need to switch tools.
In scope
- Klaviyo — list import, segment creation, custom property mapping
- HubSpot — contact import, list creation, property mapping
- Salesforce — lead/contact import, field mapping, campaign assignment
- ActiveCampaign — contact import, tag creation, list assignment
- Mailchimp, SendGrid, Brevo, Marketo and other major ESPs/CRMs
Not in scope
- Custom API integrations or bespoke data pipelines
- Complex multi-system real-time sync or ongoing automation
- Platform setup, configuration or migration projects
Component services
This service works alongside our data acquisition and campaign launch offerings.
B2B Prospect Data Acquisition
Source and verify up to 5,000 B2B contacts matched to your ideal customer profile — filtered by job title, industry, company size and geography.
Outbound Campaign Launch
A single, fixed-fee bundle that takes your outbound email campaign from prospect data to deployment — complete with data acquisition, database preparation, EDM strategy, copywriting, design, build and A/B testing.
Pricing
One fixed fee. No hidden costs, no per-record charges.
Database Preparation & System Loading
Fixed fee — covers full preparation, loading and validation
- Database review and audit
- Cleanup, deduplication and normalisation
- Field mapping and formatting
- Segmentation setup
- Platform loading (one primary ESP/CRM)
- Post-import validation and QA
- Handoff documentation
Frequently asked questions
What file formats do you accept for database preparation?
We accept CSV, Excel (XLS/XLSX), Google Sheets, and most structured data exports. If your data is in a proprietary format from a specific platform, let us know and we can advise on the best way to export it before we begin.
Which ESPs and CRMs can you load data into?
We load data into all major ESPs and CRMs including Klaviyo, HubSpot, Salesforce, ActiveCampaign, Mailchimp, SendGrid, Brevo (formerly Sendinblue), Marketo, and others. If your platform supports CSV or API import, we can handle it.
How long does the database preparation and loading process take?
Most database preparation and loading engagements are completed within 3–5 business days from the point we receive your source data and platform access. Larger or more complex datasets may take slightly longer — we confirm timelines at kick-off.
Does this service include sourcing or purchasing contact data?
No. Database Preparation & System Loading is focused on preparing and loading data you already have. If you also need B2B contact data sourced, our Data Acquisition service can be added as a companion engagement.
What happens if my source data is corrupt or incomplete?
We flag data quality issues during the initial review and provide a report before proceeding. If records are corrupt, missing critical fields or structurally unusable, we will let you know and advise on remediation options — whether that means correcting the source file or excluding specific records.
Can you handle multi-system loading — for example, loading the same database into an ESP and a CRM?
Yes. If you need the same prepared dataset loaded into multiple platforms, we can do that as part of the engagement. The standard fixed fee covers loading into a single primary platform. Additional platforms can be quoted at the start of the project.
Ready to get your database campaign-ready?
Book a 30-minute strategy call to discuss your data, platform and timeline. We will confirm the scope and provide a detailed proposal within 48 hours.
No commitment required. We will review your current setup and advise on next steps.