System cleanup, segmentation architecture, integration, and reporting. Built for organizations whose CRM has become a liability instead of the asset it was supposed to be.
Start a ConversationThe data is usually there. Someone collected it at some point. It exists in the CRM, or between the CRM and the email platform, or in the spreadsheet that predates both, or in the AMS that was supposed to replace the spreadsheet. What's missing is the structure that turns data into something the organization can actually use: clean records, working integrations, segmentation people trust, and reporting that answers the questions leadership actually asks. That's what this service builds.
Most CRM engagements start here because most CRMs need it. We audit the current state: record quality, duplicate handling, field consistency, tag and list proliferation, lapsed contacts, data lineage (where each piece of information actually came from), and the workflows your team uses day-to-day. Then we clean. Duplicates merged, field conventions standardized, unused tags and lists retired, inactive records archived per your retention policy. You end up with a system your team can trust, which is the prerequisite for everything else.
Segmentation fails in two directions: too simple (three lists that don't reflect how your audience actually differs) or too complex (forty nested segments no one trusts or updates). We design segmentation that matches how your organization actually operates, based on the variables that predict behavior you care about (engagement level, giving status, program interest, member tier, purchase history, lifecycle stage, geography, whatever fits your work). Segments are documented, referenceable, and maintainable. They get used because they make sense.
Most CRM problems are integration problems. The donation platform doesn't write cleanly to the CRM. The email platform's segments drift from the CRM's. Website form submissions land in three different places and none of them feed reporting. We map the full data flow across your stack, identify where data is getting lost or duplicated, and rebuild the integrations properly. This typically involves the CRM itself, your email platform, donation or commerce platform, website forms, events platform, and any analytics or reporting tools connected to the stack.
Reports that no one reads are worse than no reports at all, because they create the illusion of visibility while hiding the actual answers. We build reporting around the questions your leadership actually asks: what's our retention rate, which campaigns are driving revenue, where are we losing donors or customers, how is the list changing month over month. Dashboards are built inside the tools your team already uses (Looker Studio, CRM-native reporting, or a reporting layer specific to your stack) and are designed to be read, not admired.
The CRM work that lasts is the work your team can maintain. We document the segmentation logic, the integration architecture, the data entry standards, and the workflows that keep the system healthy. Team training is scoped to who actually touches the CRM and what they need to know. For organizations without dedicated operations staff, we can provide ongoing governance as a retainer. For organizations with internal operations teams, we do the build and the handoff is clean.
Most CRM engagements start here because most CRMs need it. We audit the current state: record quality, duplicate handling, field consistency, tag and list proliferation, lapsed contacts, data lineage (where each piece of information actually came from), and the workflows your team uses day-to-day. Then we clean. Duplicates merged, field conventions standardized, unused tags and lists retired, inactive records archived per your retention policy. You end up with a system your team can trust, which is the prerequisite for everything else.
Segmentation fails in two directions: too simple (three lists that don't reflect how your audience actually differs) or too complex (forty nested segments no one trusts or updates). We design segmentation that matches how your organization actually operates, based on the variables that predict behavior you care about (engagement level, giving status, program interest, member tier, purchase history, lifecycle stage, geography, whatever fits your work). Segments are documented, referenceable, and maintainable. They get used because they make sense.
Most CRM problems are integration problems. The donation platform doesn't write cleanly to the CRM. The email platform's segments drift from the CRM's. Website form submissions land in three different places and none of them feed reporting. We map the full data flow across your stack, identify where data is getting lost or duplicated, and rebuild the integrations properly. This typically involves the CRM itself, your email platform, donation or commerce platform, website forms, events platform, and any analytics or reporting tools connected to the stack.
Reports that no one reads are worse than no reports at all, because they create the illusion of visibility while hiding the actual answers. We build reporting around the questions your leadership actually asks: what's our retention rate, which campaigns are driving revenue, where are we losing donors or customers, how is the list changing month over month. Dashboards are built inside the tools your team already uses (Looker Studio, CRM-native reporting, or a reporting layer specific to your stack) and are designed to be read, not admired.
The CRM work that lasts is the work your team can maintain. We document the segmentation logic, the integration architecture, the data entry standards, and the workflows that keep the system healthy. Team training is scoped to who actually touches the CRM and what they need to know. For organizations without dedicated operations staff, we can provide ongoing governance as a retainer. For organizations with internal operations teams, we do the build and the handoff is clean.
Most engagements run as defined-scope projects, with optional ongoing governance after launch. You know what's getting fixed, in what order, and what it costs before work starts.
We audit the current state: records, fields, tags, lists, integrations, reporting, and the workflows your team actually uses (which are often different from the ones documented anywhere). We also talk to the people using the system daily to understand where the friction lives. Discovery produces a written assessment with specific issues, prioritized by impact on your operation.
We design the target state: segmentation architecture, data model adjustments, integration changes, reporting structure, and documentation standards. Design is specific to your platform (Salesforce, HubSpot, Bloomerang, and so on all have different strengths and constraints) and your organization's actual use cases. You review and approve before any changes ship.
We execute the cleanup, rebuild integrations, configure segmentation, build reporting, and document everything. For complex environments (multi-platform stacks, large record volumes, or sensitive data requirements) this phase is typically where most of the engagement time sits. We work in staged releases so the team can adopt changes incrementally rather than absorbing everything at once.
We train the team, migrate any remaining legacy data, turn on the new reporting, and stabilize the system. Post-launch support is typically a few weeks to ensure the new structure holds under real use. Ongoing governance (list hygiene, integration monitoring, segmentation refinement, reporting updates) is available as a separate retainer for organizations without internal operations capacity.
If you're evaluating whether CRM work is the right priority or trying to figure out how bad your system actually is, these should help.
Most of the major platforms used by mission-driven organizations and SMBs: Salesforce (including NPSP for nonprofits), HubSpot, Bloomerang, DonorPerfect, Virtuous, Raiser’s Edge, Kindful, Little Green Light, ActiveCampaign, Klaviyo, Mailchimp’s contact management, and the AMS platforms common for associations (Higher Logic, YourMembership, MemberClicks). If your stack is uncommon or custom, we’ll assess fit during discovery before committing.
Usually with the audit. Most organizations know their CRM has problems but not which problems matter most or which to fix first. A discovery audit documents the current state, identifies the specific issues costing you the most (duplicates hurting deliverability, missing integrations losing donors, segmentation no one trusts), and sequences the fixes based on effort and impact. Audits are fixed-scope projects that typically take two to four weeks and produce a written assessment with a prioritized remediation plan. You can take the audit to your internal team to implement or engage us for the build.
Depends on your specific requirements. GDPR, CCPA, HIPAA for health organizations, PCI for any organization taking payments, and state-level data privacy laws all have real implications for how CRMs are structured. We know the major frameworks well enough to build for compliance, and we flag areas where specialized legal or compliance review is required rather than pretending we can handle everything in-house.
Usually yes, often significantly. Messy CRMs directly hurt email performance through poor deliverability (duplicates, invalid addresses, disengaged contacts), weak segmentation (irrelevant sends), and broken attribution (you can’t optimize what you can’t measure). Fundraising programs are even more affected because donor data drives every cultivation and retention decision. That said, CRM work is infrastructure. It makes everything downstream work better but doesn’t replace the work itself. If your content or strategy is the actual problem, fixing the CRM won’t solve that.
Usually yes. The most common integrations we rebuild: CRM-to-email platform, CRM-to-donation platform, website forms to CRM, events platform to CRM, payment processor to CRM, and CRM to analytics or reporting. More specialized integrations (custom APIs, middleware like Zapier or Make, platform-to-platform via native connectors) are scoped specifically. If an integration genuinely isn’t possible with your current platforms, we’ll flag it early and help you evaluate whether migration makes sense.
That comes up regularly. Sometimes the right answer is to clean and restructure the existing CRM. Sometimes it’s to migrate to a platform that fits the organization better. We help you evaluate the tradeoffs honestly rather than defaulting to migration (which is expensive and risky) or defaulting to staying put (which sometimes means persistently working around a wrong-fit platform). If migration is the right call, we can scope and run the migration separately.
Yes, optionally. Most engagements transition into one of three models at the end of the build: full handoff to your internal team with documentation and optional check-ins, ongoing governance retainer (list hygiene, integration monitoring, segmentation refinement, reporting updates) for organizations without internal operations staff, or hybrid where we handle some components and your team handles others. Retainer pricing depends on scope.
CRM engagements typically run as fixed-scope projects. Audits are $4,000 to $10,000 depending on stack complexity. Full cleanup and restructuring projects typically run $10,000 to $40,000, with the range driven primarily by record volume, number of integrations, and how deeply segmentation needs rebuilding. Migrations are scoped separately and typically run $15,000 to $75,000 depending on the platforms involved. Ongoing governance retainers run $2,500 to $8,000 per month depending on scope. We scope honestly based on what your system actually needs.
If your data is costing you more than it's producing, we can fix that. Let's talk about where your system is now and what it would take to get it working the way it should.
