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CS-03 // Dossier

CRM Systems Audit & Cleanup

A data-rich CRM that nobody trusted — 22.6k contacts, 17 pipelines, 263 uncontrolled tags — audited end-to-end and turned into a decision-ready cleanup and attribution plan, executed without losing a single record.

Exhibit // CS-03

R-02 · interface redrawn from the live build — zero client pixels

Redrawn exhibit — CRM systems audit: contact, workflow, pipeline and tag counts with a zero-records-lost checklist
Client
R-01SEALED UNDER NDA. SPECIFICS WALK THROUGH LIVE. → BOOK
Industry
High-ticket education business
System
CRM Systems Audit & Cleanup
Stack
GoHighLevel · Stripe · Audit · Attribution
Trigger
A read-only teardown of the entire account
Metrics
System scope

01 // The problem

The business ran everything through GoHighLevel but couldn't answer its one key question: which sources, events, and reps actually produce verified revenue. Lead source lived in four competing places, pipelines were fragmented, tags had multiplied into the hundreds, and revenue was split across payments, invoices, and opportunity fields.

02 // The system

Redrawn — no client data

The system

READ-ONLY AUDIT22.6K CONTACTSWORKFLOW MAP172 DOCUMENTEDSPEC VS REALITYFIELD MAPSAFETY-FIRST CLEANUPDRY-RUN PREVIEWSATTRIBUTION MODELSOURCE → REP → REVENUE

03 // The delta

Before and after go-live

Before

  • Lead source lived in four competing places
  • Pipelines fragmented, tags multiplied into the hundreds
  • Revenue split across payments, invoices, and opportunity fields
  • No way to tell which sources or reps produced verified revenue

With the system

  • Every workflow, pipeline, and field documented
  • Cleanup executed with zero data loss
  • A decision-ready audit package instead of a black box
  • A defined revenue-attribution model: source → rep → revenue

04 // What got done

6 entries

  1. B-01Ran a read-only full-account audit — 22,616 contacts, 8,608 opportunities across 17 pipelines and 119 stages, 172 workflows, 233 custom fields, 263 tags, and ~1,211 Stripe transactions
  2. B-02Documented all 172 workflows, including the step graphs and triggers the public API doesn't expose
  3. B-03Built a spec-vs-reality field map showing exactly where the intended attribution model diverged from the real account
  4. B-04Delivered a client-ready decision package — findings summary, decision-and-approval sheet, and a prioritized cleanup list
  5. B-05Executed cleanup safety-first with read-only scans, dry-run previews, and a reconciliation doc after every change — history classified as legacy, never deleted
  6. B-06Designed the revenue-attribution model (source → rep → verified revenue) and the dashboard blueprint to run it

05 // Outcome

System scope — capability metrics, honestly labeled

→ Scope
contacts / opportunities audited
0k / 8.6k
→ Scope
workflows documented
0
→ Scope
records lost in cleanup
0

06 // The result

From the build log

  • Every workflow, pipeline, and field documented and accounted for
  • Cleanup executed with zero data loss
  • The owner got a decision-ready audit package instead of a black box
  • A defined revenue-attribution model where there was none
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