Skip to content
Plug in

Data organization

Your records in one place, kept clean automatically

Every industry has the same mess. We clean it up once, connect the software that was never meant to talk, and run the syncs that keep it clean from then on.

Map your data on a call How it works

Records spread across tools that do not agree

  • The same customer in three tools, spelled three ways
  • A spreadsheet only one person understands
  • Someone retyping orders, applicants or invoices from one screen into another
  • Reports nobody trusts, because the numbers never match
  • Software you pay for that was never built to talk to the rest
data cleanup Illustration

before · 3 tools, 3 versions

  • Spreadsheet
    maria GARZA · (512) 555 0148
    mgarza@mail.com · 14 oak st
  • CRM
    Maria Garza · 512.555.0148
    no email · 14 Oak Street
  • Accounting
    Garza, Maria · 5125550148
    maria.g@work.com · 14 Oak St, Austin TX

after · one record, synced back

Name
Maria Garza
✓ case and order fixed
Phone
(512) 555-0148
✓ one format
Address
14 Oak St, Austin, TX
✓ standardized
Email
mgarza@mail.com or maria.g@work.com?
! conflict: sent to a person
Linked to
Spreadsheet · CRM · Accounting
✓ 3 records → 1

How it works

Six steps, then the syncs keep it clean

  1. 01

    Map where every record lives

    Every app, spreadsheet, inbox and shared drive that holds a customer, applicant, job or invoice, and who touches it.

  2. 02

    Pull it out

    Through each tool’s API where it has one, exports where it does not, and the inbox when that is the only place it lives.

  3. 03

    Clean and merge, once

    Names, phones and addresses put in one format. Duplicates merged by rules you approve, with every source record kept and linked.

  4. 04

    Connect what does not connect

    Automatic syncs between your tools, so a change in one shows up in the others without anyone retyping it.

  5. 05

    Flag, never guess

    When two sources disagree or something is missing, a person decides. The system sends it to the right one with both values side by side.

  6. 06

    Keep it clean

    Syncs run on a schedule, new duplicates are caught as they arrive, backups run nightly, and data health is part of the monthly overview.

data organization · nightly sync Simulated

pulled from

  • Spreadsheet
  • CRM
  • Accounting
  • Web forms
  • Email
NamePhoneSourceStatus

synced back to

  • CRM
  • Accounting
  • Calendar
  • Reports

records in

0

duplicates merged

0

fields fixed

0

flagged for a person

0

Integrations

The right connection for each tool

Most tools can be connected one way or another. We pick the simplest method that holds up, and log every change it makes.

Direct API connections

When a tool has an API, we read from it and write to it directly.

Webhooks

When a tool can announce a change (a new lead, a signed estimate, a paid invoice), the next tool hears about it in seconds.

Scheduled exports and imports

For tools with no API: a file goes out on a schedule, gets cleaned, and comes in on the other side.

Email and form parsing

Requests that only arrive by email or web form get read and filed as structured records.

Spreadsheet sync

For the people who live in spreadsheets: a sheet that stays in step with the CRM, so they see the same data.

A small sync service we run

When nothing else fits, we build and host a small connector that moves the data and logs every change.

CLEAN + MERGE listening SHEET CRM BOOKS FORMS RECORD deduped CRM synced BOOKS synced REPORTS refreshed
records cleaned 0 last full sync — humans needed 0

Kinds of tools we connect

  • CRMs
  • Accounting and invoicing
  • Calendars and scheduling
  • Spreadsheets
  • Web forms and job applications
  • Email
  • Phone and text
  • Payments and e-signature
  • Shared drives

Reporting

Clean data makes the numbers mean something

Every client gets a monthly overview built on the cleaned records: reply speed, booked rate, show rate and close rate against last month, a check on every process, and anything flagged with its fix. Then a short call to go through it. Live dashboards are available when a business needs them.

From our own builds

  • An applicant list copied to a Google Sheet every five minutes, so the managers who work in spreadsheets see what the CRM sees
  • Text replies read and filed on their own: 1 confirms, 2 asks for a new time, STOP opts out, anything else goes to a person
  • Estimate requests scored by distance and job type, saved to the CRM and sent to the owners as an alert
  • A calendar of appointments the whole team subscribes to from their phones
  • A spreadsheet download of every applicant with consent, briefing time and attendance
monthly overview · October Simulated

Monthly overview

vs last month · reviewed on a call

Median first reply

41s ▲ -18s

Inquiry → booked

38% ▲ +6 pts

Booked → showed

86% ▲ +4 pts

Showed → won

29% ▼ -2 pts

Process What we run Wk 1Wk 2Wk 3Wk 4
Inbound New inquiries answered under 5 min ✓ ✓ ✓ ✓
Inbound Calls answered live, day and night ✓ ✓ ✓ ✓
Outbound Quotes followed up at day 3 ✓ ✓ ✓ ✓
Outbound Reminders sent before appointments ✓ ✓ ✓ ✓
Onboarding Welcome packet + forms collected ✓ ✓ ! ✓
Onboarding Kickoff booked within 48 hours ✓ × ✓ ✓
Records CRM stages up to date ✓ ✓ ✓ ✓
Records New duplicates merged, gaps sent to a person ✓ ✓ ✓ ✓
flagged Close rate dipped 2 points and one kickoff slipped in week 2. Here is what we are changing next month.

Where do your records live today?

Bring the list of tools you use. On the call we sketch where the data sits, what should connect, and what we would clean first.

Get plugged in