Someone minding the CRM, so it stays worth trusting.
A clean CRM gets messy again within months: new duplicates, leads with no owner, a workflow someone edited. We check it on a schedule with written rules, handle your change requests, and send a one-page report you can read in two minutes.
What happens, week by week.
Duplicates, ownerless leads, stale deals and bounces, found by rules, not by browsing.
Bounce and complaint rates checked against the limits your platform publishes.
A new field, stage, view, user or message tweak, done and logged.
What we found, what we fixed, what needs your decision.
The checks, written as rules.
Each check is a plain rule that either passes or fails. Rules do not get tired or talked out of a problem.
| Rule | What it catches | What happens |
|---|---|---|
| Same phone or email on two records | New duplicates from forms and imports | Obvious ones merged by your rules; the rest listed for you |
| Lead with no owner after a day | Inquiries that slipped past the rota | Assigned to the backup person and reported |
| Open deal with no next step | Quotes nobody is chasing | Listed in the owner's view and the report |
| Address bounced | Dead emails dragging down your sending reputation | Suppressed from future sends |
| Automation changed or failing | A workflow someone edited, or one erroring quietly | Checked against the documented version; you are asked before it is reverted |
| Sensitive field filled in | Data that should not live in the CRM | Flagged for removal with your OK |
CRM care: monthly report
Sample Plumbing Co. · sample layout, not real data
| Duplicate check | Passed after fixes |
| Leads without an owner | None at month end |
| Deals without a next step | Some, listed for Ana |
| Sending red lines | Well inside |
| Automations | Match documented versions |
| Change requests | All done, see log |
What you get
- Weekly rule checksOn your CRM's data and automations.
- Change requestsA set number each month, done and logged.
- A one-page reportDecisions, not dashboards.
- Documentation, kept currentEvery field, stage and workflow.
- A named personWho answers when something looks wrong.
What we need from you
- An admin login of our own, removable at any time.
- Your merge and ownership rules, agreed once at the start.
- Ten minutes a month to answer the report's questions.
Where this comes from
The checks follow the same idea as the monitor that watches our own operating system: plain rules with no AI model in the loop, which raise a problem only after it fails twice in a row and close it after five clean runs, so you are not paged for a blip.
We already look after a client's site every month, with a written change protocol and the ability to roll back. CRM care works the same way. If your CRM is new to us, it starts with a cleanup so the rules have a clean baseline.
Where it fits
Teams with several people
Adding records every day.
Agencies and brokers
Where an unowned lead is lost business.
Nonprofits
Donor lists that pass between volunteers.
About ongoing care.
What counts as a change request?
Small, defined changes to how the CRM works: a new field, a new pipeline stage, a new saved view, a tweak to an automated message, a new user. Bigger work, like a new integration, is scoped separately so the monthly care stays predictable.
Will you change things without telling us?
No. Fixes to data, such as merging an obvious duplicate, follow rules you approved at the start. Anything that changes how the CRM behaves or what customers receive is asked first and logged.
Can we stop the care later?
Yes. The CRM, the data and every rule we wrote stay in your account, documented, so your team or another admin can take over.
Care across what we build
The same monthly rhythm, for other systems.
No one owns the CRM? We can.
A free call to look at what your CRM needs each month, and what it does not.