A business you run with AI

Start a CRM Setup and Cleanup service while you keep your day job

Businesses land a CRM and get stuck with duplicate contacts and broken pipelines. Actionist breaks the project into tasks, audits the data, cleans the contacts and sets up the CRM. You approve the key steps.

Actionist handles the audit, the import and the configuration. You approve the moves that touch a live client account.

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Your AI workforce

$1,500+per project, you set it

$54,000a year at 3 projects a month

6phases Actionist runs

Actionist operatesActionist App Store

Most small businesses buy a CRM and then get stuck with duplicate contacts, pipeline stages nobody agreed on and integrations that never got finished. Starting a service to clean that up is a real business, but the hours of manual data work are the barrier. Actionist is an AI agent that operates real apps the way a person does. It audits the client's contacts in Google Sheets, finds the duplicates, maps the fields, imports the clean data into HubSpot or Pipedrive and configures the pipelines, working through the project in the background while you keep your day job.

You do not need to be a certified CRM admin or a database expert. You bring the ability to sell the project and describe what a clean, working CRM looks like for each client. Actionist does the repeatable data work: the audit, the deduplication, the import, the configuration steps and the handover notes. You approve the moves that matter, particularly anything that touches a client's live account, and let the agent handle the rest.

start a crm setup servicecrm setup and cleanup businesscrm data cleanup servicecrm configuration freelancercrm migration service

Your opportunity

The opportunity

Why this works

Every business that uses a CRM has the same problem sooner or later: contacts duplicated from five different imports, pipeline stages nobody agreed on, and a form-to-CRM connection that was never finished. A service to clean that up and get it working has a ready market in every industry.

Because Actionist does the data work and configuration in the background, you can run more projects simultaneously than a solo consultant ever could, and you can build this around a full-time job without hiring anyone.

What matters to you

A market that grows with every CRM purchase
Every business that buys HubSpot, Pipedrive or Salesforce is a potential first project. The CRM market grows every year.
Clients who understand the problem
A sales director whose CRM has 40,000 duplicates knows exactly what is broken. The pitch is short.
Recurring maintenance retainers
Every setup project is an entry point for a monthly check-in retainer. Data gets dirty again, and clients pay to keep it clean.
No office and no team required
You need a laptop, the apps and Actionist doing the configuration and data work.

Your projection

Run your own numbers

Your projection

Set the numbers, see the picture

Price per project

$1,500

projects a month

Per month

$4,500

Per year

$54,000

Illustrative, based on the numbers you enter. Plus optional monthly maintenance retainer per client.

Getting started

What it actually takes to start

Starting a CRM service used to mean years of admin experience, a consulting background and a client roster you did not have. Actionist does the configuration and data work, so the bar to start is far lower than people assume.

What you don't need

To be a certified CRM consultant
Actionist configures HubSpot and Pipedrive on the desktop like an admin would.
A data engineering background
Actionist handles the CSV audit, field mapping and deduplication for you.
To quit your day job
Projects run in the background around your existing schedule.
An office or a team
Your agents cover every role, from scoping to configuration to handover.
To know every CRM platform inside out
Start with one or two platforms and expand as clients come in.

What you bring

The ability to land a project
The skill to find a client and describe what a clean CRM looks like for them.
A few evenings to review and approve
Mostly checking the audit report and signing off on the import plan.
A laptop and Actionist
That is the whole setup.

If you can describe the state of a client's CRM and what tidy looks like, Actionist can do the data work to get it there.

How Actionist works

How it works

How Actionist builds the business

You do not run the day-to-day of each CRM project, Actionist does. Here is how it works on any business idea, applied to CRM setup and cleanup: you pick it, the agent plans every task, then works through them and brings you the few that need a human.

01
You pick the business and your limits
You choose the CRM platforms to specialize in, the type of client you want to serve, your project prices, and the hours you can give each week. That is the only heavy thinking you do up front. Everything after this, Actionist plans and runs around your schedule.
A clear brief Actionist can scope projects against.
02
Actionist maps every task and subtask
Actionist breaks each CRM project into a plan: the stages to deliver it, the tasks under each stage, and the subtasks under each task. You see the full scope in one place, from auditing the client's contact export to handing over a configured, integrated system.
A complete task plan for every client project.
03
It works through the project in the background
Actionist schedules the data work and works through it in the background while you are at your job. It audits the export, removes the duplicates, maps the fields, imports the clean data and configures the pipelines in HubSpot or Pipedrive, picking up each task as soon as the one before it is done.
Steady project progress without you doing it by hand.
04
It assigns you the human tasks
Some decisions only a person should make, like choosing which duplicate to keep or deciding which custom fields the client needs. Actionist assigns those to you with everything you need to decide quickly, then carries on with the project once they are done.
A short, clear list of decisions worth your time.
05
It asks before touching the live account
Before Actionist imports data into a client's live CRM, sends a status update or raises an invoice, it stops and asks for your approval. You choose how hands-on to be per task, from reviewing every batch to letting routine maintenance checks run.
You stay in control of every change to a client's live data.
06
You keep your day job and check in
You run this around your existing job. Check the board when it suits you, approve what is waiting, and message Actionist over Telegram or Slack to redirect work or get a status update. Projects move forward between your check-ins.
A service that grows around your schedule.

Your agent team

Actionist is your whole team

You are one person. Actionist is the whole team. Here is every role it plays to win and deliver each CRM project, and the one part of each that stays with you.

~54 hrs/week of work by hand, run by your agents instead

Plan the project

turns each brief into a delivery plan

Executive Agent

Before any data work starts, your assistant scopes each CRM project into stages, tasks and subtasks so you see exactly what is involved and in what order.

If you did this by hand

Read the client's intake notes and define the scopeList every task from audit to handoverWork out the right order for each stepBuild a project tracker and update it as things moveRe-plan when the client changes the brief

~5 hrs/ week

scoping projects and keeping delivery plans current.≈ 3 days a month you do not have, handled for you.

What your agent does

One planper project, every stage and task

Up to dateas each project moves forward

Scope each project
Breaks the client brief into stages and tasks from first audit to signed-off handover.
Order the work
Sequences the tasks so each step starts as soon as the one before it is complete.
Keep the plan current
Updates the project board as work moves and re-plans when the scope or deadline changes.

Your part

You describe what the client needs and set the deadline. That is the only input the agent needs to scope the project.

Apps your agent could useSee full Actionist App Store →

Find CRM clients

prospecting and outreach

Sales Agent

Your sales agent finds businesses whose CRM is visibly broken or recently purchased and drafts the outreach that starts the conversation.

If you did this by hand

Search LinkedIn and job boards for CRM pain signalsCheck who is hiring for ops or CRM rolesFind the right person to contact at each oneWrite every first message from scratchTrack who you approached and who needs a follow-upChase the ones who go quiet

~8 hrs/ week

prospecting, writing outreach and chasing replies.≈ 4 days a month you do not have, handled for you.

What your agent does

A pipelineof businesses with CRM problems to approach

Draftedoutreach ready for your approval

Build the prospect list
Finds businesses with CRM signals (recent purchase, job postings for ops roles, stale data complaints) and notes why each one is a fit.
Draft the outreach
Writes the first message in your voice, naming the specific CRM problem the business is likely facing.
Follow up
Sends the polite nudge to prospects who did not reply, so warm leads do not go cold while you are at work.

Your part

Outreach waits for your yes before it sends. You approve the list and the message.

Apps your agent could useSee full Actionist App Store →

Book discovery calls

first contact and scheduling

Reception Agent

When a prospect replies, your receptionist answers, qualifies them, and books the discovery call straight into your calendar without the usual back-and-forth.

If you did this by hand

Reply to every interested leadAnswer the same questions about what you doOffer times that work for you bothSend the calendar invite and the pre-call formReschedule no-shows by hand

~4 hrs/ week

answering enquiries and arranging discovery calls.≈ 2 days a month you do not have, handled for you.

What your agent does

Answeredevery reply, in your tone

Bookedinto your live calendar with a pre-call intake

Answer the reply
Responds to interested prospects, handles the routine questions and keeps them warm until the call is booked.
Book the call
Offers times from your real calendar, sends the confirmed invite and attaches the pre-call intake form.
Rescue no-shows
Spots the missed slot and drafts a same-day rebooking message before the lead moves on.

Your part

You take the discovery call itself. The agent makes sure it is in your diary with the intake notes ready.

Apps your agent could useSee full Actionist App Store →

Audit and clean the data

data quality and deduplication

Technical Agent

Your technical lead opens the client's contact export, finds every duplicate and data quality issue, and prepares a clean import file ready for your review.

If you did this by hand

Download and open the client's exported CSV in ExcelScroll through thousands of rows for duplicatesWork out which fields map to the CRM schemaDecide which duplicate record to keep per clusterFix blank fields, inconsistent names and formats

~12 hrs/ week

manually auditing, deduplicating and mapping client data.≈ 6 days a month you do not have, handled for you.

What your agent does

Every duplicatefound and flagged for your decision

One clean filemapped and ready to import

Audit the export
Opens the client's contact file in Google Sheets and checks for missing emails, duplicate records and field inconsistencies.
Find the duplicates
Matches contacts by email, phone and name, groups the clusters and recommends which record to keep.
Map the fields
Matches each column in the export to the right CRM property and flags anything that needs a call from the client.
Prepare the import file
Assembles the deduplicated, mapped file and prepares it for your review before anything touches the live account.

Your part

You review the audit report, confirm the duplicate merge decisions and approve the import plan. Nothing goes into the live CRM until you say so.

Apps your agent could useSee full Actionist App Store →

Configure the CRM

pipeline setup and integration wiring

Developer Agent

Your developer agent builds the pipelines, imports the cleaned contacts and wires up the email, calendar and form integrations in the client's CRM.

If you did this by hand

Click through CRM settings to build each pipelineName the deal stages and set the probabilitiesImport the contact file and fix every import errorConnect the email integration and test itWire up the lead form and check submissions arrive

~10 hrs/ week

manually configuring CRM pipelines, importing data and connecting integrations.≈ 5 days a month you do not have, handled for you.

What your agent does

Per clienta configured CRM with clean data

Readyto hand over on your say-so

Build the pipelines
Operates HubSpot or Pipedrive on the desktop to create the deal stages, add required fields and set the logic the client asked for.
Import the contacts
Runs the import once you approve the file, matches records and fixes any errors that come back from the CRM.
Wire the integrations
Connects the client's inbox, calendar and lead forms to the CRM and tests that everything logs correctly.

Your part

You give the final nod before any data goes into the client's live account and before the finished setup is handed over.

Apps your agent could useSee full Actionist App Store →

Handle client questions

client communication and updates

Support Agent

Your support agent keeps each client informed through the project and answers the questions that would otherwise interrupt your day.

If you did this by hand

Reply to every client message about project statusExplain where the data audit is up toAnswer the same questions about the timelinePass the tricky ones to you to handlePrepare the handover pack from the project notes

~5 hrs/ week

answering client questions and sending project status updates.≈ 3 days a month you do not have, handled for you.

What your agent does

Answeredclient questions with project context

In the loopclients updated as each stage completes

Answer the status questions
Handles the where-is-the-import and when-will-it-be-done questions from the project notes and the task board.
Send project updates
Tells clients when a key stage completes, like the audit or the import, so they never have to ask.
Flag the real ones
Routes questions that need your judgement or a client call to you over Telegram or Slack, with the full thread.

Your part

You handle the relationship and the calls that need your voice. The agent handles the repetitive status messages.

Apps your agent could useSee full Actionist App Store →

Keep your client pipeline

client records and retainer follow-up

CRM Agent

Your CRM agent keeps every client and prospect moving through your own pipeline, so you never forget a follow-up or miss a retainer renewal.

If you did this by hand

Remember which prospects you pitched last weekNote who is overdue for a follow-upWrite the check-in message to past clientsTrack which retainers are up for renewalAsk happy clients for referrals at the right moment

~4 hrs/ week

following up with prospects and keeping past client records current.≈ 2 days a month you do not have, handled for you.

What your agent does

Trackedevery prospect and client, and where they stand

Timedfollow-ups that actually go out

Keep your own CRM clean
Logs every prospect and client, records the last touchpoint and flags who is due a follow-up.
Send the check-in
Drafts the message that wins a second project, a retainer renewal or a referral from a happy client.
Watch the retainers
Spots which monthly retainers are coming up for renewal and drafts the conversation before they lapse.

Your part

You approve the messages that go to clients you know. The agent never sends behind your back.

Apps your agent could useSee full Actionist App Store →

Run the admin and billing

proposals, invoicing and contracts

Operations Agent

Your operations agent runs the proposals, contracts and invoicing so the paperwork never piles up and you always get paid on time.

If you did this by hand

Write a custom proposal for every projectSend the agreement for signatureRaise and send invoicesChase the ones left unpaidSet up the recurring retainer paymentKeep the books straight

~6 hrs/ week

proposals, contracts, invoicing and retainer billing.≈ 3 days a month you do not have, handled for you.

What your agent does

Draftedproposals ready for your review

Invoicedon project completion, then chased if late

Build the proposal
Turns the discovery notes into a scoped proposal with your pricing, ready for you to approve and send.
Handle the contract
Sends the project agreement for e-signature and saves the signed copy to the project folder.
Raise and chase invoices
Prepares each invoice at the agreed price, sends it once you approve and follows up on anything overdue.

Your part

You approve every proposal and invoice before it goes to a client. Money never moves without you.

Apps your agent could useSee full Actionist App Store →

Your task plan

The task centre

Every task it takes, and who does it

This is the plan Actionist builds to launch and run a CRM setup business: every stage, task and subtask. The work is split across your Actionist agents, from finding clients to auditing their data to handing over a clean, configured CRM. Only a few tasks and approvals are left to you.

31 tasks·96 subtasks

Actionist 24You 2Approval 5Actionist handles ~77%

TaskStatusAssignee

Done

Executive Agent

Pick which CRM platforms to specialize in

Done

Set your project price tiers and retainer rates

Done

Write a one-liner that explains what you do

Done

Operations Agent

Check the business name is free

Done

File the registration

Done

Save the certificate to your tracker

Done

To do

You

In progress

Developer Agent

Done

Executive Agent

An example plan Actionist builds for this business. Yours adapts to your chosen CRM platforms, your client types and your pace.

Under the hood

What one automation looks like

Trigger·You mark a client's contact list as ready to clean in your project tracker.

read

Step 1

Google Sheets

Pull the client's raw contact export from the shared Google Sheet

read

Step 2

Google Sheets

Identify duplicate contacts by matching name, email and phone across the rows

write

Step 3

Google Sheets

Prepare a deduplicated import file with columns mapped to the CRM schema

Confirmation

Step 4

Human

You review the deduplication report and the mapped import file, then approve

write

Step 5

HubSpot

Import the cleaned, deduplicated contacts into the client's HubSpot account

write

Step 6

Gmail

Send the client a confirmation that the import is complete and the records are live

Saved per run

~3 hrs

Runs / week

~2×

A clean, deduplicated contact base imported and ready for the client's sales team.

The payoff

Your week

All it asks of you

Here is what a week actually looks like once it is running. Your agents keep projects moving every day. You step in for a handful of moments, the ones worth your judgement, and the rest of your week stays yours.

You

About an hour

across the whole week, reviewing and approving

5 touchpoints · about 80 min all week

Your agents

Every day

auditing data, configuring CRMs and keeping projects moving in the background

7 jobs running in the background

Your team

Mon

Your part

10 min

Approve this week's outreach

On shift

TARAOASADA

13 tasks today

Audits client contact exports, finds duplicates and prepares the import file

Books discovery calls and sends intake forms and reminders to interested leads

Tue

Your part

30 min

Take one discovery call

On shift

CASATARAOASA

16 tasks today

Keeps your own client pipeline current and drafts retainer renewal messages

Answers client questions about project status and drafts the handover notes

Wed

Your part

15 min

Review the audit and approve the import plan

On shift

SADACASATA

15 tasks today

Finds businesses with CRM problems and drafts the outreach for your approval

Configures CRM pipelines, runs approved imports and wires up integrations

Thu

Your part

15 min

Check the configured CRM before handover

On shift

RAOASADACASA

15 tasks today

Books discovery calls and sends intake forms and reminders to interested leads

Prepares proposals, raises invoices and chases any payments left outstanding

Fri

Your part

10 min

Skim the weekly summary

On shift

SATARAOASA

14 tasks today

Answers client questions about project status and drafts the handover notes

Audits client contact exports, finds duplicates and prepares the import file

Sat

Your part

All handled

On shift

DACASATARAOA

17 tasks today

Configures CRM pipelines, runs approved imports and wires up integrations

Keeps your own client pipeline current and drafts retainer renewal messages

Sun

Your part

All handled

On shift

OASADACASA

13 tasks today

Prepares proposals, raises invoices and chases any payments left outstanding

Finds businesses with CRM problems and drafts the outreach for your approval

Your full team runs in the background, every day.

Approve this week's outreach10 min
mon · A quick yes before the agent sends the prospect batch.
Take one discovery call30 min
tue · The agent booked it and sent the intake; you show up.
Review the audit and approve the import plan15 min
wed · Check the deduplication report before anything touches the live CRM.
Check the configured CRM before handover15 min
thu · Final look at the pipelines and integrations.
Skim the weekly summary10 min
fri · What shipped, what is next, what needs a decision.

Your team, every day

SA
Sales Agent
Finds businesses with CRM problems and drafts the outreach for your approval
TA
Technical Agent
Audits client contact exports, finds duplicates and prepares the import file
DA
Developer Agent
Configures CRM pipelines, runs approved imports and wires up integrations
RA
Reception Agent
Books discovery calls and sends intake forms and reminders to interested leads
CA
CRM Agent
Keeps your own client pipeline current and drafts retainer renewal messages
OA
Operations Agent
Prepares proposals, raises invoices and chases any payments left outstanding
SA
Support Agent
Answers client questions about project status and drafts the handover notes

The payoff

What you walk away with

No manual data work
You never clean a spreadsheet
Actionist audits the export, finds every duplicate and maps the fields. You review the plan and approve the import.
Around your job
Run it while employed
The data work and configuration runs in the background so you can take on CRM projects without quitting your day job.
Monthly retainers
Recurring income from clean data
Every setup project is an entry point for a monthly check-in retainer. Data gets dirty again, and clients pay to keep it clean.

Before and after

Doing it alone vs with Actionist

On your own

~34h / week

every job below lands on you

With Actionist

minutes to review

it runs all 10 in the background

1Auditing and deduplicating data
8h/wk
Hours with Excel looking for duplicates
You download the client's export and spend hours scrolling through thousands of rows to find duplicates by eye.
ActionistOff your plate
A clean audit report, ready to review
Actionist opens the export, matches contacts by email and phone, groups the duplicates and prepares the merge recommendations.
2Mapping and importing contacts
4h/wk
Column-by-column mapping and import errors
You match each spreadsheet column to the CRM field by hand, run the import and then fix every error that comes back.
ActionistOff your plate
A mapped import file, approved before it runs
Actionist maps the fields, flags anything ambiguous for your decision and runs the import into HubSpot or Pipedrive once you approve.
3Configuring pipelines and stages
3.5h/wk
Clicking through CRM settings by hand
You build each pipeline manually in the CRM settings, working out the stage names, probabilities and required fields as you go.
ActionistOff your plate
Pipelines built from the client's sales process
Actionist configures the pipelines in HubSpot or Pipedrive based on the intake notes, then QAs each stage with a dummy record.
4Finding CRM clients
5h/wk
Manual searching and cold outreach
You search LinkedIn and referrals for businesses with CRM problems and then track every person you have approached.
ActionistOff your plate
A scored prospect list to work from
Actionist researches businesses showing CRM pain signals, scores them by urgency and hands you a list to approve and approach.
5Writing proposals
3h/wk
A custom scope written from scratch every time
You rewrite the project scope and pricing for every new enquiry starting from a blank document.
ActionistOff your plate
A proposal drafted from the intake notes
Actionist builds the scope from the discovery call notes and your pricing template for your review before it sends.

1Wiring up email and form integrations
2.5h/wk
Reading documentation and clicking through settings
You connect the CRM to the client's email, booking tool and web forms by reading documentation and trying each setting.
ActionistOff your plate
Integrations connected and tested
Actionist configures the email sync, calendar and form connections in the CRM and confirms each integration is logging correctly.
2Booking discovery calls
2h/wk
Back and forth over email to find a time
You reply to every interested lead, offer times that work, resend the invite and handle every reschedule manually.
ActionistOff your plate
Calls booked straight into your calendar
Actionist shares your booking link, sends the intake form and confirms the time without any back-and-forth from you.
3Documenting the setup
1.5h/wk
Handover notes written from memory
You write up what you built for each client from scratch so they can maintain it, taking longer than the work itself.
ActionistOff your plate
Handover notes drafted from the project tasks
Actionist prepares the configuration summary and the client guide from the task board so the handover is ready before the session.
4Invoicing and chasing payment
1.5h/wk
Invoices raised late and payments chased when remembered
You raise invoices manually after project completion and then remember to chase the slow ones when you happen to think of it.
ActionistOff your plate
Invoiced on completion, chased if overdue
Actionist prepares each invoice in Stripe at the agreed price and flags anyone overdue for a polite follow-up message.
5Monthly maintenance checks
3h/wk
Retainer clients who email when something breaks
Retainer clients hear from you only when a problem surfaces, so data quietly goes stale and duplicates build up again.
ActionistOff your plate
A monthly health check and report per client
Actionist runs the monthly check, spots new duplicates or stale records and drafts a health report for each retainer client.

That is roughly 34 hours of work handed off every week, while you keep your day job

The tools

The apps Actionist operates

View Actionist App Store

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Trust and control

You stay in control

This is the client's live business data. Actionist asks before it applies any change to a live CRM account, sends a status update to a client or moves money, and it keeps a record of every action so you can see exactly what happened.

You approve every data change

Importing contacts, applying pipeline changes or wiring integrations into a live CRM always waits for your yes.

Everything is logged

Each action the agent takes is recorded so you can review the work and show clients exactly what changed and when.

The client's data stays in their own account

Actionist works inside the client's own CRM login. You do not hold their data; it stays where it belongs.

Choose how hands-on it is

Pick approval modes per task, from reviewing every import batch to letting routine monthly maintenance checks run.

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FAQ

Questions about this idea

Do I need to know how to set up HubSpot or Salesforce?

No. You do not need to be a certified CRM admin to start a CRM setup and cleanup business. Actionist navigates HubSpot, Pipedrive and Salesforce on the desktop the way a person would, clicking through the settings and running the imports. You bring the ability to win the project and describe what the client needs.

Can I really run this alongside a full-time job?

Yes, that is the point. CRM projects involve hours of data auditing, field mapping and configuration that Actionist handles in the background. You step in for the discovery call, the key approvals and the handover session. The data work runs around your schedule.

How much of the data work does Actionist actually do?

The majority of it: opening the client's export in Google Sheets, finding every duplicate, mapping the fields to the CRM schema, preparing the import file, running the import once you approve it, configuring the pipelines, connecting the integrations and preparing the handover notes. You review the audit report and approve anything that goes into a live account.

What CRM platforms does Actionist work with?

Actionist operates CRM platforms on the desktop the way a person does, so it can work with HubSpot, Pipedrive, Salesforce, Zoho CRM and others. The platforms you offer depend on the clients you go after; you pick the ones to specialize in when you set up the business.

Does it make changes in the client's live CRM without me seeing what it plans to do?

No. Actionist prepares the import file, the pipeline configuration and any other change first, and shows it to you for review before it touches the client's live account. You always see the plan and approve it before it runs.

How do I actually get paid?

Actionist prepares the invoice at the agreed project price in Stripe and, once you approve it, sends the client a payment link. Monthly retainer billing works the same way so you are not chasing unpaid work.

What if a client wants changes after the handover?

Set them up on a monthly maintenance retainer. Actionist runs the regular data health check, finds new duplicates or stale records and drafts a summary for the client each month. You review the report and approve any changes before they apply.

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Your opportunity

Why this works

Run your own numbers

Set the numbers, see the picture

What it actually takes to start

How Actionist works

How Actionist builds the business

You pick the business and your limits

Actionist maps every task and subtask

It works through the project in the background

It assigns you the human tasks

It asks before touching the live account

You keep your day job and check in

Actionist is your whole team

Plan the project

Your task plan

Every task it takes, and who does it

What one automation looks like

The payoff

All it asks of you

What you walk away with

Doing it alone vs with Actionist

The apps Actionist operates

Stay in control and start

Already run this business?

You stay in control

Questions about this idea

Start the business you keep thinking about.