Every record read, counted, and reported before anything changes

What is the audit prompt?

Pass one is read-only and produces a report, not changes:

• "Audit my CRM and produce a report with counts and examples. Change nothing. Find: (1) probable duplicate companies, matched on website domain first, then on name similarity; list each cluster with record links. (2) Open deals with no activity in 90+ days, sorted oldest first. (3) Contacts whose email has hard-bounced or whose company field is empty. (4) Required fields that are empty, by field, with a count per pipeline stage. (5) Deals with close dates in the past that are still marked open."
• "For each category, give me the count, ten examples with links, and your confidence that the fix is mechanical versus judgment. End with the three categories you would fix first and why."

Turn "the CRM is a mess" into counts

"The CRM is a mess" has no next action.

"312 duplicate clusters, 3,400 empty industry fields, 96 zombie deals" has an obvious one. The confidence column does the routing: domain-matched duplicates are mechanical, and "is this deal dead" is judgment.

The report is also your baseline. When the fixes finish, you check them against the numbers you started with.

The fix batches, one category at a time

One category per prompt, mechanical categories first, and always with an escape hatch:

Merges and deletes are where cleanup goes wrong permanently. Consequential actions stop at an approval card, and Ask Always in Settings, AI permissions makes every write wait. Park zombie deals in a stage, merge only the domain-matched clusters, and let a companion fill and flag freely.

• "From the audit report, take category 4 (empty industry fields). For each company with an empty industry, read its website and set the industry field from our picklist. If the website is dead or ambiguous, leave the field empty and add the company to a 'needs human' list instead of guessing. Work in batches of 50 and show me the first batch fully before continuing."

How do you keep it from getting messy again?

Schedule the same audit prompt monthly and compare against last month's counts.

Five minutes of reading tells you whether the mess is growing and where.

Pair it with CRM data entry automation and meeting notes flowing into records. The weekly pipeline review is where the cleanup pays rent.

Frequently asked questions