Job crm-stale-deals-review-list-with-evidence · revised 12 October 2026
See which open deals are really dead, with the evidence for each
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.
You might be seeing
- Open deals with no activity for months
- Close dates in the past on deals still marked open
No passwords, keys, card details or admin invites needed to start.
What usually happened
Open deals sit in the pipeline long after anyone worked them. Nobody wants to close-lose a deal on a hunch, and checking each one by hand takes days. The pipeline total is wrong, and the forecast is built on it.
Who it’s for: Sales manager or founder with a padded pipeline before a quarter ends or after a rep leaves.
Usually starts when: The forecast looks bigger than the activity behind it, or a departing rep leaves a pile of open deals.
The result: You receive a list of open deals that match your stale rules, ranked by days since the last activity, each with its evidence and one proposed action (chase, move or close-lost). The owner decides; nothing is written to the CRM.
Check whether this job fits
Answer these without sending files or logins. Nothing is submitted unless you choose to contact us.
What you get
- The rule sheet
- The ranked stale list with evidence
- The seeded test results
- The count reconciliation
Included
- One CRM pipeline and up to 5,000 open deals
- A rule sheet you approve: days without activity, past close date, same stage for the number of days you set, no next step
- A list ranked by days since the last activity, with the evidence for each deal and one proposed action
- A seeded check on invented deals, one hit and one near-miss per rule
- A count check: listed plus not listed equals all open deals
Not included
- Changing, closing or reassigning any deal
- A forecast or a probability of winning
- Judging a deal worked outside the CRM
- Contact details of buyers
- Reasons for a deal being quiet beyond quoting its last note
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
On invented deals, every rule's hit and near-miss are classified correctly: 100% of the seeded deals. The rules are deterministic, so this checks the rules, not a sample.
Evidence: The seeded deals and the output side by side.
On the real export, 30 sampled rows have 0 evidence mismatches against the CRM view, which shows a mismatch rate under about 10%.
Evidence: The sample and your reviewer's marks.
Listed deals plus not-listed deals equal the total open deals in the export.
Evidence: The count reconciliation.
No reason text goes beyond quoting the last note.
Evidence: The reason column compared with the notes.
Sign-off. You re-run the test yourself, check the list of severe errors and sign off in writing. Payment follows sign-off.
If it fails. If the agreed pass mark is not met, we say so, hand over the results and the failures, and do not call the output working. You do not pay for this scope; we agree whether to stop or re-quote.
When it fits, and when we stop
It fits when
- Activity is logged in the CRM, so silence means silence
- A named sales manager approves the rules and decides each action
- A deal export with deal name, owner, stage, amount, close date, last activity date and next step is enough; no contact details
We stop and tell you if
- Reps work deals in places the CRM cannot see
- You want a forecast or a win probability
- The deal export cannot include the activity dates
What could go wrong
The job reads an export and writes a list, so there is nothing to undo.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| "No activity" is read as "dead" | The list says what it found and proposes an action; the owner decides. |
| Activity happens outside the CRM | We ask where reps log work, and stop if it is not in the CRM. |
| The list is read as a forecast | The page and the report say it is not one. |
A separate automated reviewer checks the list, the evidence quotes and the counts before hand-over, and no person on our side reviews unless your agreement names one. Your sales manager approves the rules and decides every action. At launch the work is largely automated, and we say so.
How we deliver
We arrange the work and independent review, then show you the result against the agreed checks. You keep authority over your systems.
- Agree the stale rules and the proposed actions in writing
- Receive the deal export by the agreed route
- Seed invented deals, one hit and one near-miss per rule, and run them
- Run the rules on the real export and write the evidence per deal
- Independent automated review of the list, the evidence and the counts
- Hand over the list for your sales manager to act on
This is a one-off job, not a subscription or emergency cover. We confirm eligibility, price, a start window and a delivery date before you accept, and work starts only after agreed inputs and access are in place. Nothing is sent, merged, posted or changed in your live systems by us, and an enquiry creates no charge or booking.
Need to keep it working?
Discuss a monthly stale-deal list as part of a CRM data-quality service.
Ongoing work is separately scoped and quoted: no monitoring, response-time guarantee or automatic subscription is included in this job.
Explore an ongoing managed lane, or mention the responsibility you need in your enquiry.
What you can check
This is a new service. We have not delivered this job for a client yet.
Other ways to get this done
- Your CRM's own reports and saved views may already filter open deals by last activity date. Check them first; this job adds the evidence column and the seeded test.
Questions
Does it write to my CRM?
No. It reads a deal export and returns a list.
Is the list a forecast?
No. It shows deals that match your rules. It says nothing about which deals will close.
Does AI decide which deals are dead?
Your rules decide. A model may only summarise the last note, and every row quotes it.
Send an enquiry
Send us
- The pipeline stages and what "stale" means to you
- Roughly how many open deals there are
- Where reps log calls and emails
Later, once you agree
- A deal export with agreed columns, or a read-only user you can revoke
- The approved rule sheet
- A secure handoff route agreed before any record is shared
You keep the CRM. We read a deal export with no contact details and send you the list. Which service reads your records is agreed in writing before any real record is shared; the entry test uses invented or redacted data, or your own provider account.
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