Back up and export all your Leadnote data

You can take your data out of Leadnote at any time. There are two main tools: the lead export, which makes a CSV file you can open in a spreadsheet, and the backup, which gives you a JSON file of your organisation. Do both before you close an account or move to another tool.

Which export to use

Leadnote creates .csv and .json files only. It does not create .xlsx workbooks, although Excel, Numbers and Google Sheets open the CSV files directly.

Download a backup

A backup is a JSON snapshot of your organisation's set-up and leads.

1. Open Settings, then Data Management.
2. In the Backup card, select Request backup. A line appears in the card, and the message "Backup is ready to download" shows.
3. When its status is Ready, select Download JSON.

The file is named leadnote-backup-DATE.json. It contains your leads, lists, stages, users, tags, custom fields and lead sources. Users appear with their name, email, role and active status. Password hashes and sessions are never included. Leads that are in Deleted Leads are left out.

It does not include follow-up history, comments and activity, attachments, tasks, quotes, invoices or other sales documents. Export those separately where the app offers it, and use the CSV export for lead details in spreadsheet form.

The file is built when you select Download JSON, so it reflects your data at that moment, not at the moment you requested it. The card lists your five most recent backups.

Who can export

These are the defaults. The Account Owner can change them in the permission matrix, see roles and permissions. If a page says "You cannot use export", ask your Account Owner. Everybody exports only the leads they are allowed to see.

Delete leads in bulk

The same Data Management page has a Delete leads card, for removing a group of leads at once. This is a data clean-up tool, not an export, but people look for it here. Take an export first if you may need the records later.

1. Choose Which leads?: Archived leads, Inactive customers, Lost leads, or A specific list.
2. Check the match count under the selector.
3. Type DELETE and select Schedule deletion.

The deletion runs after a 24 hour grace period, so you can cancel it while it waits. Run now skips the wait. Deleted leads are moved to Deleted Leads & Customers, where you can restore them. By default only the Account Owner can schedule deletions.

Before you leave Leadnote

If you plan to close your organisation, export your leads and download a backup first. After the grace period, the data is deleted for good. The steps are in delete your account or organisation. To load data into Leadnote, see import leads.

The mobile app can export your leads to a CSV file, see export leads to CSV. Backups are requested on the web.