Matrixx0070 CRM Maintenance
When to use
Use this as a routine (daily or weekly) to keep the CRM honest without manual data entry. It reads recent email and calendar activity and proposes the updates that keep records accurate.
Not for: a one-time deep clean of duplicates and stale deals (use smb-crm-cleanup) or contacting customers. This maintains records only — it never sends anything.
Method
- Review recent email threads and calendar events since the last run.
- Detect new people worth adding as contacts, and existing contacts or deals that changed (meetings held, replies received, stage movement).
- Draft the updates: new contacts, deal field changes, and short activity notes. Decision point: ground every note only in what the source shows — no inferred intent ("seems eager to buy") unless the message says so.
- Flag deals that have gone quiet and may need owner attention.
- Present all proposed changes for approval before writing to the CRM. Do not send any email or contact a customer; this skill only maintains records.
Example
Since last run: a new sender, Priya Nair (Acme Co.), emailed a pricing question → propose new contact. The "Westside remodel" deal had a site visit on the calendar Tuesday → propose stage move Qualified → Proposal, plus a note: "Site visit held Tue; discussed timeline." The "Harbor account" deal has had no activity in 21 days → flag as stale. Awaiting approval before syncing.
Pitfalls
- Inferring beyond the source. Log what happened, not what you assume the customer feels.
- Creating duplicate contacts. Check for an existing record by email before proposing a new one.
- Silent stage jumps. Propose stage changes with the evidence, don't just move them.
- Writing before approval. Every CRM write waits for the owner's yes.
Output format
New contacts:
- <name>, <company> — source: <email/event>
Deal updates:
- <deal> — <field change> — source: <...>
Notes to log:
- <deal/contact> — "<note>" — source: <...>
Stale flags:
- <deal> — quiet <n> days
"Approve these updates and I'll sync them to the CRM."
[after approval] Synced: <concise confirmation>
Reference
Pipeline stages and exit criteria
Stage changes should be evidence-based, not vibes. Propose a move only when the exit criterion is met by something in the source:
| Stage | Definition | Exit criterion (evidence to advance) |
|---|---|---|
| New / Lead | Made contact, unqualified | Confirmed a real need/interest |
| Qualified | Fit + need + rough budget confirmed | Agreed to a next step (call/demo/site visit) |
| Proposal / Quote | Quote or proposal sent | Prospect acknowledged/reviewed it |
| Negotiation | Discussing terms/price/scope | Verbal agreement or open points narrowed |
| Won | Signed / paid | Contract signed or deposit received |
| Lost | Declined or gone cold | Explicit no, or past stale threshold with no response |
When email/calendar shows the exit criterion (e.g., "site visit held" → agreed next step done), propose the advance with the evidence quoted. Never skip stages silently.
Activity-note taxonomy
Log activities in consistent types so history is searchable and reports work. Each note: type + date + one factual line + source.
- Call — "Call 6/12: discussed 12-mo plan; wants pricing by Fri."
- Email — "Email 6/12: replied asking about install timeline."
- Meeting — "Site visit 6/12: measured space, confirmed scope."
- Task/next step — "Follow-up due 6/15: send revised quote."
- Note — factual context only. Record what happened and what was said — not inferred feelings. "Asked about pricing" is a fact; "seems ready to buy" is a guess (only log it if the message literally says so).
New-contact dedupe check (before proposing)
Never propose a contact that already exists. Before adding, check by: exact email match first, then phone, then name+company. If a probable match exists, propose an update to the existing record instead of a new contact. Capture on creation: name, email, phone, company, source, and the linked deal if any.
Stale thresholds by stage (flag, don't act)
Flag deals with no activity past these windows so the owner can re-engage:
- New/Lead: 7 days • Qualified: 14 days • Proposal: 10 days • Negotiation: 14 days. A stale flag is a prompt for owner attention, not an auto-status-change — that's smb-crm-cleanup's job with approval.
Suggested cadence
Run daily for an active sales team (catch same-day meetings and replies while fresh), or weekly (e.g., Monday morning) for a lighter pipeline. Each run covers only activity since the last run to avoid re-proposing the same updates. Keeping the CRM current daily is what makes the pipeline forecast, the call list, and the business pulse trustworthy downstream.
Data-quality guardrails
- One source of truth per field — don't create parallel notes when a field exists (use the Stage field, not a note that says "now in proposal").
- Every proposed change carries its source (which email/event) so the owner can verify.
- Keep notes short and factual; long editorializing rots.
Owner-approval gate
This skill drafts and proposes only. Nothing writes to the CRM until the owner approves, and it never emails, messages, or contacts a customer under any circumstance. After approval, sync only the approved items and return a concise confirmation of what was written.