Business cards to spreadsheet converter for after the trade show
You met 60 people at a conference and have a stack of cards to type into your CRM. Your todo.is agent reads photos of the cards, fills in name, title, company, email and phone in separate columns, formats numbers with country codes and gives you a spreadsheet or CSV ready to import.
The prompt
- Turn the business cards in the attached photos into a contact spreadsheet: [ATTACH THE CARD PHOTOS]. One row per person with: First name, Last name, Job title, Company, Email, Phone, Mobile, Website, Address, LinkedIn, Notes, Source. Write phone numbers in international format with country code. Set Source to [EVENT NAME]. Add my notes from the back of the cards to Notes. Flag cards with missing emails or unclear text. Format it for import into [CRM OR APP]. Send me the .xlsx and a .csv.
What to change
- [ATTACH THE CARD PHOTOS]: Photograph the cards (several per photo is fine) or scan them. Include the back if you wrote on it.
- [EVENT NAME]: E.g. "Packaging Expo Berlin 2026" or "Chamber breakfast, 9 Oct".
- [CRM OR APP]: E.g. "HubSpot", "Salesforce", "Google Contacts", "Outlook" or "just a spreadsheet".
Example result
- Business cards to spreadsheet: Packaging Expo 2026
- 15 photos · 58 cards found · 58 contacts · formatted for HubSpot import
- Sample rows
- First name | Last name | Job title | Company | Email | Phone | Mobile | Website | Notes
- • Marta | Kowalczyk | Head of Procurement | Vistula Foods | m.kowalczyk@example.pl | +48 22 555 0193 | +48 601 555 214 | example.pl | Wants samples of recyclable trays, follow up in Nov
- • James | O'Neill | Sales Director, EMEA | Corrugo Packaging | james.oneill@example.ie | +353 1 555 0147 | | example.ie |
- • Yuki | Tanaka | Packaging Engineer | Hoshi Cosmetics | y.tanaka@example.jp | +81 3 5555 0128 | | example.jp | Card in English and Japanese, English side used
- What your agent did
- • Split full names into first and last name, keeping prefixes like "van der" in the last name
- • Separated office and mobile numbers by their labels (T, M, Tel, Mob)
- • Added country codes from the address when the card left them out
- • Read handwritten notes on 11 card backs into Notes
- • Set Source = "Packaging Expo Berlin 2026" on every row
- Cards to check
- • 2 cards have no email address (one has only a QR code; open it and paste the link)
- • 1 card has a glossy logo over the phone number: read as +49 30 555 0172, please confirm
- • 1 duplicate: Marta Kowalczyk gave two cards. Kept once
- Files
- • Packaging_Expo_Contacts.xlsx with filters and frozen headers
- • hubspot_import.csv with HubSpot's standard column names, UTF-8
- Want a follow-up email drafted for each contact? Ask, and your agent can save them as Gmail drafts for you to review and send.
How to do it with todo.is
- Copy the prompt, add the event name and where the contacts are going.
- Lay 4 to 6 cards on a table, take a photo of each group and send them to your agent on WhatsApp or in todo.is.
- Your agent reads each card, cleans the details and builds the spreadsheet and import file.
- Download both files and import the CSV. Ask for personal follow-up email drafts next.
Tips for a better result
- Shoot cards on a plain, dark background with no glare. Glossy and metallic cards read better without flash.
- Write a quick note on the back of each card at the event. It is the most useful column later.
- Name your CRM. Import columns differ between tools and matching them avoids a manual mapping step.
- Cards with QR codes or vCards: your agent can read the QR from the photo when it is sharp enough.
business cards to spreadsheet converter: FAQ
- How do I scan business cards into Excel? Take photos of the cards and send them to your agent. It reads each card and returns an Excel file and a CSV with one contact per row.
- Can I photograph several cards at once? Yes. Your agent finds each card in the photo. Four to six cards per photo keeps the text sharp enough.
- Does it handle cards in other languages? Yes, including two-sided cards with different languages. Say which side to use if both have the same details.
- Can it add the contacts straight to my phone or CRM? It gives you a CSV ready to import into Google Contacts, Outlook or most CRMs. You do the import.
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