Most CRMs start tidy and slowly rot into duplicate contacts, half-empty fields, and deals nobody updated. We set yours up or migrate it cleanly, scrub the data you already have, then wire in auto-logging and cross-platform sync so it keeps itself current without anyone babysitting it.
Dirty data does not announce itself. It shows up as the same contact logged three times, a deal that closed weeks ago still sitting in the pipeline, and a forecast nobody trusts. Reps stop logging calls because the system feels like extra work, so the record drifts further from reality every day.
Then the data scatters. Marketing has one list, sales has another, billing has a third, and none of them agree. There is no single source of truth, so people fall back on spreadsheets and memory. The fix is not a new tool, it is a CRM that is set up properly, cleaned once, and kept current automatically.
A clear sequence: get the structure right, fix what is already there, then keep it that way on its own.
We map how you actually sell, then build a clean CRM structure or migrate your existing one in HubSpot, GoHighLevel, or Pipedrive, with the right pipelines, stages, and fields. Nothing moves until the layout fits your business.
We match and merge duplicate records, fix broken formatting, fill gaps, and archive dead weight, so what is left is data you can actually trust and report on.
Calls, emails, and activity log themselves, stages update from real signals, and cross-platform sync keeps every connected tool current, so the CRM stays clean without manual effort.
A clean build or a careful move to a new platform, with pipelines, stages, and fields that match how you actually sell, and nothing lost in transit.
We match records across name, email, phone, and company, merge the duplicates with clear rules, and fix the formatting so the data is finally reliable.
One-way or two-way sync between your CRM and other tools, with deterministic field mapping and conflict rules so the same change never gets written twice.
Activity captures itself against the right record, so reps stop typing it in by hand and the timeline reflects what really happened.
Stages move on real triggers, stale deals get flagged, and required fields are enforced, so the pipeline stays honest and the forecast means something.
Properties, layouts, and automations tuned to your industry, whether that is real estate, recruitment, financial services, or e-commerce, plus client onboarding flows that run themselves.
Once the data is clean and the logging is automatic, the pipeline finally tells the truth. Reps spend less time on admin, forecasts get tighter, and nothing slips through the cracks because the CRM keeps itself current.
We work in the platform you have, or recommend the right one, and tie it to the rest of your stack.
HubSpot
GoHighLevel
Pipedrive
Monday.com
n8n
Google Sheets
Airtable
Slack
We work day to day in HubSpot, GoHighLevel and Pipedrive, and we also set up and connect Monday.com, Airtable and Google Sheets where a full CRM is overkill. If your CRM has an API, we can almost always automate around it.
No. We export and back up everything first, map every field to its new home, and run the migration on a copy before anything touches your live system. You review a sample, we reconcile record counts, and only then do we cut over.
Yes, this is one of the most common jobs we take on. We match records across name, email, phone and company, merge the duplicates with clear rules about which value wins, fix broken formatting, and put guardrails in place so the duplicates do not creep back in.
Yes. We build one-way or two-way sync between your CRM and other tools such as a second CRM, your billing system, a spreadsheet or your support inbox. Field mapping and conflict rules are deterministic, so the same change never gets written twice or overwritten by accident.
A cleanup or a focused setup is usually done in one to two weeks. A full migration with sync and auto-logging depends on the number of records and integrations, and we phase it so you get a clean, usable CRM early rather than waiting for everything at once.
Book a free audit. We will look at your current setup, show you where the data is leaking, and map exactly what a clean, synced CRM would fix. Your data stays private, no spam.
Book My Free Audit bastien@otimizagency.com