Will this mess up my CRM data?

No. Your agent works on a copy of your data, not directly inside your CRM. It delivers a cleaned CSV that you review before importing anything back. You have full control over which changes go live.

How does it find duplicate contacts?

Your agent matches on multiple fields: email address, phone number, and fuzzy name matching. It catches duplicates even when names are spelled differently or when one record has a personal email while another has a work email for the same person.

Can it handle large exports with thousands of contacts?

Yes. For very large exports, your agent will process the data in batches and deliver progress updates along the way. A full audit of 2,000 contacts with web enrichment typically takes 15-30 minutes depending on how many contacts need research.

Playbook

CRM Hygiene Bot

Clean CRM exports: find duplicates, fill missing data via web research, identify stale leads, and categorize for re-engagement.

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What You Will Get

Every CRM turns into a mess over time. Reps create duplicate contacts, leads sit untouched for months, phone numbers go stale, companies get acquired, and people change jobs. You know the data is bad but cleaning it means hours of tedious manual work that nobody wants to do. So the mess grows, your reports get less reliable, and your team wastes time chasing leads that went cold a year ago.

The CRM Hygiene Bot takes a CSV or spreadsheet export from your CRM and runs a full audit. It finds duplicate contacts by matching on email, phone, and name variations. It identifies stale leads that have had no activity in 60-90 days. For contacts with missing fields, it uses tavily-search and agent-browser to look up current company information, job titles, and contact details. Then it categorizes every contact into groups: active, re-engage, archive, or duplicate.

You get back a clean, annotated version of your data that you can import back into your CRM. Run this monthly and your pipeline stays accurate. Your team trusts the data, your reports reflect reality, and you stop losing deals because someone called a number that has been disconnected for six months.

Setup Steps

Get your CRM Hygiene Bot running in about 15 minutes.

Export Your CRM Data

Pull a CSV export from your CRM that includes all contacts and leads. Make sure it has at minimum: name, email, phone, company, job title, last activity date, and deal stage. The more fields you include, the better your agent can identify issues.

Send the Export to Your Agent

Message your agent on WhatsApp, Telegram, or Slack and share the CSV file. Tell it you want a full CRM hygiene audit. Your agent will parse the file and start analyzing the data.

Set Your Stale Lead Threshold

Tell your agent how many days of inactivity counts as stale. Common thresholds are 60, 90, or 120 days. Your agent will flag any contact with no logged activity beyond that window.

Enable Web Research for Enrichment

Make sure tavily-search and agent-browser are enabled so your agent can look up missing data. When it finds a contact with no company website or an outdated job title, it will search the web to fill in the gaps.

Define Your Categories

Tell your agent what categories to sort contacts into. A simple setup is: Active (recent activity, valid data), Re-engage (stale but potentially valuable), Archive (dead leads, bad data), and Duplicate (merge candidates). You can add custom categories like 'Needs phone update' or 'Changed companies.'

Review the Audit Report

Your agent will return a summary: total contacts analyzed, duplicates found, stale leads flagged, missing fields filled, and a categorized breakdown. It also delivers the cleaned CSV ready for re-import. Review the flagged items and approve the changes before importing.

Tips and Best Practices

Run Monthly, Not Yearly

CRM data degrades faster than you think. A monthly cleanup takes 15 minutes with your agent. An annual cleanup is a multi-day project. Stay on top of it and the problem never gets overwhelming.

Start with Your Highest-Value Segment

If your full CRM export is massive, start with your active pipeline or your top-tier accounts. Clean the data that matters most first, then work outward to older or lower-priority segments.

Use the Re-engage Category as a Campaign List

Stale leads are not dead leads. Export the Re-engage category and feed it into your Cold Outreach Drafter to send re-engagement emails. Your agent already has the context on why each lead went cold.

Set Duplicate Resolution Rules

Tell your agent which record to keep when it finds duplicates: the one with the most recent activity, the one with the most complete data, or the one tied to an open deal. Clear rules mean you can bulk-merge with confidence.

Frequently Asked Questions

Lead Research Agent Cold Outreach Drafter Follow-Up Reminder System

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