Sales · Audit & Maintain
Your CRM decays about a third every year. Doe keeps it current.
On a schedule, Doe fills the missing emails and firmographics with verified data, flags the records that have gone stale, de-duplicates, and writes it all back with the source attached, without touching the fields your team entered by hand.
Works acrossDoeHubSpotSlack
What you get.
Doe runs a scheduled hygiene pass on your CRM: it fills missing emails, phones, and firmographics with verified data, flags records that have decayed or whose owner changed jobs, de-duplicates, and writes everything back with its source and verification status, without overwriting fields your team entered by hand. Your CRM stops rotting between campaigns, so your reps and your other AI tools stop acting on garbage.
Your AI is confidently wrong because your data is wrong.
Half your records are missing a phone number. A third of the emails bounce. The "company size" field is from 2023, there are four versions of the same account, and the contact who owns your biggest deal left that company months ago. Every rep and every automation you run is acting on this, and you find out it is broken when a campaign hits a wall of bounces and your sending domain takes the hit.
It gets worse in the AI era, not better. The moment you point an autonomous tool at the CRM, it does not pause to ask whether the data is right, it just acts, confidently and at scale, on records that are wrong. Cleaning it is the job nobody wants: a quarterly fire drill where someone exports everything, wrestles with a dedupe tool, and re-imports, and it is decaying again the next week.
What changes.
- 01When cleaning happensBefore · A quarterly fire drill, decaying by the next weekWith Doe · A standing pass that keeps records current
- 02Data your AI acts onBefore · Stale and unverified; confidently wrong at scaleWith Doe · Verified and sourced, or flagged for review
- 03Your manual workBefore · Overwritten by blunt enrichment toolsWith Doe · Protected; Doe only touches authorized fields
- 04Trust in the CRMBefore · Reps keep their own side spreadsheetsWith Doe · One source of truth, with sources you can audit
A standing hygiene pass over your CRM
- 01Scans the CRM for gaps, duplicates, and decayHubSpotDoe inventoried records missing key fields, likely duplicates, and contacts whose company or title looks out of date
- 02Fills missing fields with verified dataDoeDoe completed missing emails, phones, and firmographics through a waterfall, marking each with its source and verification status
- 03Flags decayed records and people who movedDoeDoe identified contacts who changed jobs or whose email no longer verifies, and tagged them for review rather than silently editing
- 04De-duplicates and writes back without overwriting your workDoeThe Judge merged duplicates on your rules and updated only the fields you authorized, leaving manually entered notes and custom fields untouched
- 05Reports what changed and what needs a humanSlackDoe posted a summary of fields filled, records merged, and contacts flagged for review, so the data stays auditable
- 06RecurringWeeklyDecay never stops, so neither does the hygiene pass. Each week Doe fills new gaps, catches contacts who moved, merges duplicates, and reports exactly what it changed, so the CRM is current the day before every campaign instead of the week after. Updates written to the CRM, change report to #revops.
Start with the right source material.
- 01Add your library and toolsAdd or select the source files Doe should use, then connect the tools this task needs. No API keys, no engineering.
- 02Describe what you need“Every week, scan HubSpot for contacts missing a verified work email or phone, fill them through a waterfall, flag anyone who changed jobs, and merge obvious duplicates on our rules. Do not overwrite manually entered fields. Post a summary of what changed to #revops.”
- 03It runs on scheduleRuns weekly. The CRM is enriched, de-duplicated, and current, with a change log you can audit.
Before you delegate.
- 01Will Doe overwrite data my team entered by hand?No. You authorize which fields Doe may write, and manually entered notes and custom fields are protected by default. When Doe finds a conflict between existing data and a verified value, it flags it for review rather than silently overwriting. Every change it makes carries the source and verification status, so nothing is a black box.
- 02How is this different from Clay or a one-time enrichment run?Clay and most enrichment tools run a batch when you trigger one. Doe runs hygiene as a standing job: it keeps filling new gaps, catches contacts who move, and re-verifies decaying records continuously, and it reports what changed each time. The difference is "enriched once" versus "stays current," which is what actually keeps your CRM trustworthy between campaigns.
- 03How does Doe decide a record has decayed?It re-verifies emails and re-checks contacts against current data on each pass. When an email stops verifying, or a contact's company or title has changed, or firmographics no longer match reality, Doe tags the record as decayed and, where appropriate, proposes the updated value for your review.
- 04Does it work with both Salesforce and HubSpot?Yes. Field mapping is configured per CRM, and Doe respects each system's field types, required fields, and validation rules. The same hygiene pass can keep two systems consistent if you run both.
- 05How does de-duplication avoid merging records it should not?You set the matching rules, and the Judge applies them consistently, merging only high-confidence duplicates and queuing ambiguous ones for a human decision. Merges preserve the most complete and most recently verified values and keep an audit trail, so a merge can be understood and, if needed, reversed.