Audit the database
We take a read-only look at what is actually in there: record count, duplicate rate, dead data and how the stages are being used.
You getA written audit and a real timeline.
CRM
We handle the CRM you already have.
We are not selling you a CRM and we are not building one. We go into Lofty, Follow Up Boss, kvCORE, LionDesk, Sierra Interactive or HubSpot — whichever you already pay for — and make it something you will actually open. Most of your next two years of business is already sitting in there.
You are paying for a CRM you do not open.
Almost every agent we speak to already has one. It has three versions of the same person, tags from a system they left two years ago, and a pipeline where forty deals sit in a stage called “nurture”. So they work from memory and their phone, and the database quietly rots.
- Three records for the same person, all slightly different
- Tags and stages nobody has ever agreed the meaning of
- Leads from the website land in an inbox, not the CRM
- A pipeline you cannot trust, so you do not use it to decide anything
- No way to answer “who should I call today” without scrolling
What’s included
What’s included
Done in your CRM, in your account. If you leave, the clean data leaves with you — we export anything that needs exporting.
Working in your existing CRM
We go into the system you already pay for. Migration only happens if you have genuinely outgrown it and you decide to move.
- Full configuration of Lofty, Follow Up Boss, kvCORE, LionDesk, Sierra Interactive or HubSpot
- Migration between them if — and only if — you have outgrown yours
- Field mapping so nothing is silently dropped in transit
- A rollback plan and a full backup before anything is touched
Deduping and hygiene
The unglamorous work that makes everything after it possible.
- Duplicate detection and merge, with the surviving record chosen by rules you approve
- Email and phone validation, so sequences do not bounce
- Bad and dead records archived rather than deleted
- Consent and opt-out status carried across correctly
Pipeline, stages and tags
A structure with a small enough number of stages that you will actually use it.
- Stage design with an agreed definition and exit criterion for each
- A tag taxonomy that is documented, not improvised
- Source tracking so you can see which channel produces closings
- Lead routing rules for teams
Automations and reporting
So the database tells you what to do rather than waiting to be asked.
- Task and reminder automations on stage changes
- Past-client and anniversary touchpoints
- A dashboard that answers “who do I call today”
- Weekly and monthly reporting on pipeline movement and source performance
Process
How the work runs
Timeline depends entirely on how much cleaning the data needs. We tell you the honest number after we have seen it, not before.
01 02 Back up, then design
Full export first. Then we design the stages, tags and routing with you, and agree the merge rules in writing before anything merges.
You getA backup, and a one-page structure you signed off.
03 Clean and rebuild
Dedupe, validate, re-tag and rebuild the pipeline. Automations and dashboards go in on top of clean data, never before.
You getA database you can trust.
04 Handover and weekly reporting
A recorded walkthrough of the new structure, a one-page cheat sheet, and reporting that arrives without you asking.
You getRecordings, cheat sheet and a weekly report.
Integrations
The CRMs we handle
We work inside your CRM, in your account. We are not a reseller, we are not a partner, and we take no commission from any of these — the licence stays yours and so does the data.
- Lofty
- Follow Up Boss
- kvCORE
- LionDesk
- Sierra Interactive
- HubSpot
- BoomTown
- Real Geeks
- Google Sheets
- Lofty
- Formerly Chime — same platform, renamed in 2023
- Google Sheets
- For exports and one-off analysis
Outcomes
What changes
What a working database is actually for.
One record per person
You stop sending the same person three emails and stop losing the note you took on the call.
A pipeline you believe
Stages with agreed definitions, so the number at the top means something and you can plan against it.
A call list every morning
The dashboard answers who to contact today without you scrolling through everyone you have ever met.
Your past clients hear from you
Anniversary and check-in touchpoints run automatically, which is where referrals come from.
Questions
CRM: the usual questions.
Do you build a CRM, or work in mine?
Yours. We do not build CRMs and we do not resell them. We go into whatever you already pay for — Lofty, Follow Up Boss, kvCORE, LionDesk, Sierra Interactive, HubSpot, BoomTown, Real Geeks — and configure, clean and run it. The licence stays in your name and so does the data. We only discuss moving you if you have genuinely outgrown what you have, and that is your call, not ours.
Will I lose data in a migration?
We take a full export before touching anything, map every field explicitly, and agree merge rules with you in writing first. Duplicates get merged rather than deleted and dead records get archived rather than removed, so nothing is unrecoverable. You keep the pre-migration backup either way.
How long does the cleaning take?
It depends entirely on the state of the database, which is why we audit first and quote after. A few thousand reasonably tidy records is quick. Fifteen years across three systems with no consistent tagging is not, and we would rather tell you that up front than discover it halfway.
What if I want to leave?
The CRM is in your account and always was. The cleaned data, the structure and the automations stay with you, and we export anything that needs exporting. There is nothing to unpick and nothing held hostage.
Also
What this works best alongside.
AI follow-up
An assistant that replies the second a lead lands, asks the qualifying questions, and books the showing.
See the detailWebsites
A site that loads fast, shows your listings, and turns a browser into a phone number.
See the detailSocial
Reels, just-listed posts and market updates that ship on a calendar instead of when you remember.
See the detail
Next step
Twenty minutes on crm, and what it would take.
We look at what you have now, tell you what we would change first, and give you a fixed price in writing. If you do not need this yet, we will say so.