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CRM, lead flow and sales techniques · CRM setup and data

Decide how a record is spelled before anyone imports the next file.

A CRM import and naming standard is a one-page rule for how data enters your CRM and what every list, report and automation is called. It fixes the import template, the allowed values and the spelling of names, so a second import adds new records instead of copying old ones. This page ends in that single page.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Editorial illustration for CRM data cleansing, deduplication and governance

In one paragraph

A CRM import and naming standard is a one-page rule for how data enters your CRM and what every list, report and automation is called. It fixes the import template, the allowed values and the spelling of names, so a second import adds new records instead of copying old ones. This page ends in that single page.

Two people at a fastener supplier in Peenya each import a trade-fair list in the same month. One file says Sri Venkateshwara Traders, the other says Shree Venkateshwara Traders Pvt Ltd. The CRM keeps both, and by the next quarter two reps have phoned the same buyer on the same morning.

The software did not cause that. Nobody had written down what a company name looks like, which columns an import may bring in, or what to call the fortieth follow-up automation. The standard is that writing. It sits beside the template file in a shared folder, and one named person holds it.

The CRM administrator owns the page, the sales head signs it, and the owner reads it once. It replaces the monthly habit of hunting duplicates by hand. Cleaning the records already in the system is a separate job, and the choice of fields comes earlier in setup; this page governs only what arrives from today and how the tidy-up work is named.

Where this sits

Topic 8 of 13 in crm, lead flow and sales techniques: crm setup and data. Configuring the CRM and keeping its data clean.

The topic before
Lead management

If you want this done for you

Trust the numbers in your CRM again by clearing out the duplicates and the blanks first.

Read the CRM data cleansing, deduplication and governance page

The work

What this is actually like.

  • “One buyer, five spellings”

    Sri, Shri and Shree. Lakshmi and Laxmi. Bangalore and Bengaluru. The same name also arrives in Kannada or Hindi script from a visiting card or a WhatsApp forward. Pick one written form for display, keep the other spellings in an alias field, and match records on phone and email first, because those do not change with the language.

  • “The phone number is the real key”

    A WhatsApp export carries +91 98450 12345, the billing sheet carries 098450 12345, and the diary has the number without a space. Matching fails on format, not on content. The rule is one stored form, ten digits with the country code held apart, and the template rejects anything else before it reaches the CRM.

  • “Imports create fields quietly”

    A column header that does not match an existing field can create a new one in some setups. A year on, you hold City, city and Location side by side, and no report agrees with another. The rule is that an import maps only to fields that exist, and a new field needs the administrator's yes.

  • “Automation names rot faster than records”

    A workflow called Test 2 copy is either switched off by mistake or left sending messages for a year. Use one pattern, team then trigger then goal, so a name such as sales_new-enquiry_whatsapp-reply tells a stranger what it does and whose it is.

What we do

What you end up with.

The documents this topic produces, what each one is for, and how you know it is finished.

  1. Import template file

    Headers identical to your CRM field names, one example row, and a second sheet listing the allowed values for source, city, stage and owner. The administrator builds it and fixes the version number in the file name.

    Result: Finished when someone who has never imported can fill it in and the CRM accepts it without creating a single new field.

  2. Spelling and format rules

    Half a page. Company name in the short written form, person name as printed on the card, phone in one format, email in lower case, city picked from the list, other spellings in the alias field.

    Result: Finished when two people given the same visiting card type the same record.

  3. Naming pattern for automations, lists and reports

    The pattern, three worked examples from your own CRM and a rule for retiring old names. Anything that does not follow the pattern is renamed or switched off in one sitting.

    Result: Finished when a stranger can read the list of automations and say what each does and who owns it.

  4. Import log

    A sheet with date, who imported, file name, template version, rows added, duplicates found afterwards and new fields created. The person importing fills it in before closing the file.

    Result: Finished when the last three imports each have a row and the new-fields column reads zero.

Why us

Why owners pick GullySales over an agency.

  • Marketing and sales, as one job

    Most agencies stop at the enquiry. We also fix what happens after it: the reply, the follow-up, the quote and the CRM.

  • The person on the first call does the work

    No account managers in between. You are never handed to someone you have not met.

  • A baseline before anything starts

    Your numbers are written down on day one, so every later report compares against something honest.

  • The fee in writing, split three ways

    Our time, your media spend and production on separate lines. You always see what goes to us.

  • No guarantees we cannot keep

    The term is agreed in writing and never a default twelve months. We never promise a ranking or a lead count, because nobody controls those.

  • One office, and we say so

    Nagarbhavi, Bengaluru. We work across India by call and WhatsApp and travel when a session needs to be in person.

#257, 3rd floor, Sri Nanjundeshwara Complex, Nagarbhavi 8th Block, Outer Ring Road. How we work.

Your brief

Tell us what you need, and we will read it before we call.

Eight short steps about your business, what you want and who decides. Most questions are a tap, and you can skip any you would rather answer on the call.

Tell us what you needor call +91 80958 58589

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Can the CRM merge duplicates on its own?
It can flag likely matches. A merge decides which phone number, owner and history survive, so a person confirms each pair. Set the match rule on phone and email, then review the flagged pairs on a fixed day, not whenever someone remembers.
Do we need Hindi and Kannada versions of every name?
No. Hold one display name in the script your reports use, and put the other-script form in an alias or notes field. Search then finds both, and your reports stay readable in one language.
When is this not worth writing?
If one person enters every record by hand and you hold a few hundred contacts, a short note in the header row of the sheet is enough. Write the full standard when a second person starts importing, or when an automation sends messages from the data.
Who should hold the template?
One named administrator, kept in a shared folder with edit rights for that person alone. Everyone else copies it. When several people hold their own edited versions, the standard stops being one.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts. For sales work it is mostly our time, with production only where scripts, decks or CRM setup need it.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
Fixes to reply time and follow-up are the quickest to show, because the enquiries already exist. Process, CRM and training changes show as the team uses them. Each one is tracked against the baseline.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
To start, last month's enquiries in any format and time with whoever handles them. After that, access to the accounts the work touches, such as the website, Google Business Profile or CRM.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

Where to go next

The work that carries this topic further.

Services

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