Everything a CRM admin would do. Done every week.
These are the tasks that go on a CRM list: cleaning it up, building it around how you sell, automating the follow-up and keeping it running.
☰Clean up the mess
Duplicates merged, fields fixed, tags that mean something.
- Duplicate contacts and companies merged
- Fields cleaned up, renamed or retired
- A tag system your team can follow
- Bounced emails and dead leads archived
▶Pipelines that match how you sell
Stages your team would actually use, not the defaults it shipped with.
- Stages mapped to your real sales steps
- Required fields at the steps that matter
- Stale deals flagged instead of forgotten
- Separate pipelines for separate services
↻Automations and follow-up
The follow-up that never happens by hand, set up to run.
- Follow-up texts and emails after a quote
- Tasks and reminders for your team
- Appointment confirmations and reminders
- Review requests after a job closes
⇄Lead routing
Every new lead lands in the right place, with the right person.
- Web forms, calls and ad leads into the CRM
- Leads assigned by service, area or rep
- Alerts the minute a lead comes in
- Sources labeled so you know what's working
⇓Data moved in
Spreadsheets, old CRMs and other apps, brought into one place.
- Spreadsheet contact lists cleaned and imported
- Moves from an old CRM to a new one
- Connections to your calendar, forms and invoicing
- Checked against the original before anything is retired
▦Reporting from the CRM
Simple reports built from the data your team already enters.
- Leads and deals by source
- Close rate and time to close
- Pipeline value by stage
- A short weekly note on what moved
⚙Ongoing admin
The weekly upkeep nobody on your team has time for.
- Users added, removed and given the right access
- Settings, integrations and phone numbers
- Broken workflows and forms fixed
- How-to notes and answers for your team
✚The rest of your list
The flat rate covers more than the CRM.
- Landing pages and forms that feed the CRM
- Email and text campaigns to your list
- Ads, website and tracking tasks
- Anything else digital you need done
Cleanup happens once. Upkeep happens every week.
The first cleanup, a pipeline rebuild or a move off spreadsheets is a project. It gets broken into pieces and worked over the first weeks until it's done.
Admin, fixes and new workflows are recurring. They go on the list as they come up. Once a workflow is tested, it runs on its own and gets checked when something changes.
The honest limits.
- Buying contact lists, or texting and emailing people who never gave you permission.
- Building workflows that break texting or email rules. Consent comes first.
- Paying for your CRM subscription, add-ons or ad spend. Those stay on your card.
- Closing deals for you. The CRM keeps your team on top of every lead. Selling is still your job.
- Promising more sales. A clean CRM makes the follow-up happen. It doesn't guarantee the outcome.
Not sure where your task falls? Bring it to the free call and I'll tell you straight.
Paying for a CRM nobody uses?
That's the most common starting point. Book a free 30-minute call and tell me what's wrong with it.