Standing service crm-data-quality-lists-every-month · revised 12 October 2026
Standing service
Get a monthly list of CRM duplicates, dead deals and blank fields, with evidence
Each month you get the duplicate groups still outstanding, the open deals that match your stale rules and the blank fields with proposals waiting, each with evidence. We change nothing.
This starts a conversation by email. Nothing is charged, and nothing is run on your data, until we have agreed scope, access and terms with you in writing.
The responsibility you hand over
CRM data decays every week. A one-off clean-up fixes the past, and the same problems return by the next quarter. Nobody owns the list of what is wrong now, so it is never worked down.
Who it’s for: Sales or marketing manager whose CRM drifts out of shape between clean-ups.
Usually starts when: A clean-up worked for a quarter and then the duplicates, dead deals and blanks came back.
The result: Every month you receive the certain-band duplicate groups outstanding, the open deals matching your stale rules and the blank key fields with proposals waiting, each with evidence. The summary also counts how many items from last month's lists were acted on.
What stays true, and what we do about it
No response-time guarantee is published for this new service. A target for delivering each list or record is agreed in writing before it starts, set to what a service at this stage can actually keep.
Hours are agreed in writing before the service starts. At launch the service is not staffed round the clock and runs on the cycle named here.
What must remain true
- Each month every certain-band duplicate group, stale deal and proposed blank-field fill is either listed with evidence or marked acted on
- No item stays unexplained across two reports without being raised with you
What we watch
- A read-only export of contacts, companies and deals for the month
- The approved match, stale and field rules
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A month closes and the exports are available. | We produce the three lists and the summary and send them to the person you named. |
| The certain duplicate band is larger than last month. | We list the new groups and ask whether a source is creating them. Linked job: CRM duplicates reviewed before any merge |
| Stale deals listed are still open after three months. | We flag them in the summary for the owner to decide. Linked job: CRM stale deals list with evidence |
| Blank key fields keep returning on new records. | We list the pattern and offer the blank-field job for the fields concerned. Linked job: CRM blank fields proposed, you approve |
We do on our own
- Read the agreed exports and compare them
- Prepare the list and the summary
- Offer a fixed job as a next step
We ask you first
- Any change to a rule, a threshold or the data covered
- Any request for wider access to a system
- Starting any fix, merge, send or write
We escalate to you when
- The same group, deal or blank returns two months running
- The export stops being available or changes shape
- A list touches records that are under a legal hold or a migration
How you know it held. Each month you can recompute the counts in the summary from the same export, and the summary says how many items were listed, acted on and left open.
How we keep it true
This service is never finished. Each period's record shows whether the thing it watches stayed true, and it continues until you end it.
Find duplicate contacts and companies in your CRM, and check them before any merge Job Optional
You get duplicate groups in three bands, each with the fields that matched and a pre-merge export. We merge nothing: your admin decides and merges.
Bought separately; not part of the monthly fee
Needed first, priced on its own page: the duplicate review that sets the rules.
See which open deals are really dead, with the evidence for each Job Optional
You get a list of open deals that match rules you approve, ranked by days since the last activity, each with its evidence and one proposed action. Nothing is written to your CRM.
Bought separately; not part of the monthly fee
Needed first, priced on its own page: the stale-deal list that sets the rules.
Fill your blank industry, country and lead-source fields, but only the changes you approve Job Optional
For up to three blank fields you name, you get a change file with a proposed value and source per row. Only the rows or bands you tick are applied, with a rollback file.
Bought separately; not part of the monthly fee
Needed first, priced on its own page: the blank-field proposals that set the rules.
What is included, and what is not
- The monthly lists with evidence
- The monthly summary and counts
- A running list of items ignored for three months
Included
- One CRM, up to 20,000 contacts and companies, 5,000 open deals and 5,000 blank-field rows each month
- The three lists, built to the rules you approved in the one-off jobs
- A summary with outstanding counts and last month's acted-on count
- One saved view or sheet that shows the same counts each month
Not included
- Merging, deleting, closing or editing any record
- Contact enrichment from third parties
- Special-category data
- Forecasts or win probabilities
- A promise that the CRM is clean
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Each month's counts can be recomputed from the same export, with no difference.
Evidence: The summary and your recomputation.
Every listed item shows its evidence and a status of listed, acted on or open.
Evidence: The list rows for the month.
No record in your CRM was changed by our access.
Evidence: Your own audit log for the month.
From the certain-band duplicate groups listed this month, your named person marks 20 chosen at random, or all of them if fewer than 20. Any wrong pair fails the month. 0 wrong in 20 shows a wrong rate under about 14% with 95% confidence.
Evidence: The marked sample.
Sign-off. You read each monthly list and tell us whether the rules, thresholds and test set still suit you. A period counts as delivered when you have received the record.
If it fails. If we cannot complete a period because an input is missing or has changed shape, we say so, explain what we need and do not guess. If the service is not working for you, you can end it at the end of any month.
When it fits, and when we stop
It fits when
- The one-off versions of the three lists have been run, or are run first
- An admin on your side acts on the lists
- Real records are read only after a written agreement that covers how your records are processed and a separate access step you control; until then we test on invented or redacted data.
We stop and tell you if
- Nobody acts on the lists for three months running
- You want us to merge or delete
- The CRM changes shape so the rules no longer fit
What could go wrong
The service only reads and reports, so there is nothing to undo. Ending it leaves your CRM as it is.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A list is read as a statement that the CRM is clean | Each summary says it lists items matching your rules and nothing more. |
| An empty export looks like a clean month | Each summary states row counts and the date range covered. |
| Items are ignored and the lists become wallpaper | The summary counts items acted on and flags any left open for three months. |
A separate automated reviewer checks each monthly list before it is sent, and no person on our side reviews unless your agreement names one. Your admin acts on every list and decides every merge, close or edit. At launch the work is largely automated, and we say so.
Stays with a person
- Your admin acts on every list
- You approve any rule or threshold change
Access we would need
- A read-only export or read-only user for the CRM
Questions
Does this change my CRM?
No. Your admin acts on the lists.
Do I need to buy the one-off jobs first?
Yes. The rules come from them, so each is run first and priced on its own page; they are not in the monthly fee.
What if nobody acts on the lists?
The summary says so. After three months of no action we suggest ending the service.
Also part of
Send an enquiry
Send us
- Which of the three lists matter most
- Who receives the list and who acts on it
- Anything that changed in the CRM last month
Later, once you agree
- A read-only export or read-only user you can revoke
- The approved rule sheets
- A secure handoff route agreed before any record is shared
You keep the CRM. We read agreed exports each month and send lists. Which service reads your records is agreed in writing before any real record is shared.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “crm-data-quality-lists-every-month” as the subject.