At a glance

Best fit: Teams whose CRM, projects and accounting systems describe the same customers differently.
Tools to assess: Follow Up Boss, Existing operations system, Exception review queue

Available actions depend on your accounts, permissions and integrations.

How it works

Starts when: A scheduled CRM sync runs or an authorized reconciliation is requested.

Read all relevant contact and deal pages from the connected account.
Match stable provider IDs and unique normalized contact identifiers.
Update permitted links while preserving human-owned assignments and separating customers from their individual deals.
Create review cases for conflicting identities or ambiguous deals and retain the source references.

Illustrative scenario: a repeat customer has two projects; the workflow checks the actual deal reference and sends an ambiguous match to review.

Illustrative example. We test against your tools, rules and representative cases.

A person decides duplicate, conflicting or uncertain matches; similar names alone do not authorize a merge.

What to have ready

What happens after launch

We review failed or incomplete runs, maintain agreed connections and adjust approved rules as your process changes.

Your proposal defines the workflow owner, review schedule, support coverage, usage costs and included changes.

Set a baseline with your workflow owner. Review targets against your process and volume.

Can it merge contacts by similar name?

Name similarity can suggest a review candidate. Automatic matching should require the explicit identifiers agreed for the business.

Will it overwrite manually assigned owners?

Human-owned fields should be protected unless a specific replacement rule is approved.

Turn a website inquiry into a clear CRM record, an accountable owner and a next step before it gets lost in a shared inbox.

Prepare a useful first reply from the prospect's request and your approved service information, ready for the person responsible for the lead.

Keep open estimates visible and prepare timely follow-ups while stopping the sequence when the customer's status changes.