CRM · Health Check

Is your CRM working for you, or against you?

Bad data, broken automations, reports that disagree, license spend nobody can explain. A CRM Health Check gives you a structured audit and a prioritized action plan in two weeks — for Salesforce, HubSpot, Dynamics, or a custom system.

Request a Health Check See what you’ll receive

Two-week structured audit · Salesforce · HubSpot · Dynamics · custom systems.

Why now

The cost of waiting is compounding.

Workflow Rules retire December 2025

Salesforce is ending Workflow Rules and Process Builder. Most growing-business orgs still have dozens live — unmigrated automations become forced rush work at a premium.

Agentforce and Copilot need clean data

Every AI layer shipping in 2026 reads your schema, field descriptions, and automations. Dirty data becomes AI that invents things in front of customers.

CRM consolidation is accelerating

Every vendor is promising "the AI-ready platform." Buyers who consolidate without fixing the underlying data carry the mess forward.

Integration sprawl compounds

Every added point-to-point integration is another owner, another credential, another silent failure path. The longer you wait, the more there is to undo.

Your CRM

The deliverable, section by section

A 40–80 page report plus a companion register. Here's what's in it.

Every CRM Health Check produces the same report structure — so findings are comparable across engagements and every stakeholder reads the same shape of document. Examples below are keyed to the Salesforce tab above.

§01 · Exec summary

One page. A letter grade. A narrative the CFO can read.

The exec summary opens with a composite score, a three-sentence narrative, and a count of findings by severity. Designed so the CEO or CFO can walk away with the right takeaway in 60 seconds, and so every other section has a frame to hang on.

Salesforce — example summary line

“Strong adoption; automation debt and security posture create execution risk. Top 5 fixes unlock meaningful value at manageable cost.”

Overall org health

C+

Strong adoption; automation debt and security posture create execution risk. Top 5 fixes unlock meaningful value at manageable cost.

High

Medium

Low

§02 · Scoring rubric

Every score is defined. No marketing math.

We publish the 1–5 maturity rubric and the red / yellow / green severity key up front. Every dimension score and every finding points back to these definitions, with evidence attached. Transparency is the trust signal.

Salesforce — methodology note

1–5 CMMI-style maturity per domain; red / yellow / green severity per finding. Methodology and evidence attached to every rating.

Maturity rubric

5	Optimized	Industry-leading, automated, continuously improved
4	Managed	Documented, measured, proactively governed
3	Defined	Standardized but reactive
2	Repeatable	Inconsistent; tribal knowledge
1	Ad hoc	No process; high risk

Critical Material Advisory

§03 · Dimension scorecards

Twelve domains. One page each. Scored current and target.

For each of the twelve assessment domains we publish a dedicated scorecard — what's working, what isn't, evidence, and a preview of the recommended path. Visualized as a dimension bar chart so the gaps are legible at a glance.

Salesforce — highest-gap dimension

Automation scores lowest at most Salesforce orgs we assess — it's the domain where accumulated debt compounds the fastest and where remediation has the clearest ROI.

Dimension scores (current vs target)

Governance2/4

Data model3/4

Automation2/4

Security3/5

Data quality2/4

Adoption4/4

§04 · Risk register

Every red and yellow finding. Sortable. Quotable.

The risk register is the artifact the CFO reads. A flat table with finding ID, title, category, severity, impact, owner, and effort — delivered as a companion Excel file alongside the PDF, so leadership can prioritize against their own criteria.

Salesforce — top risks

Four highest-severity items this quarter: A-01 (Automation), S-03 (Security), plus two more.

Risk register · top items

Critical

A-01Process Builder + Flow both modify Opportunity.Stage

Automation

Critical

S-0317 users hold Modify All Data

Security

Material

I-027 point-to-point integrations with hardcoded credentials

Integration

Material

D-0523% of Accounts have null Industry

Data quality

§05 · Prioritized recommendations

Now. Next. Later. Every item sized.

Recommendations land in three horizons: Now (stop the bleeding), Next (structural remediation), Later (strategic investments). Each card names the action, the effort (S / M / L / XL), and the dependency chain. You can execute in any order that fits the business.

Salesforce — current "Now" top item

Resolve Opportunity.Stage recursion — Consolidate PB + Flow into one record-triggered Flow with named order.

Prioritized · Now / Next / Later

Now

0–90 days

Resolve Opportunity.Stage recursion
M
Revoke Modify All Data grants
S

3–9 mo

Workflow Rule migration
L
Integration modernization
L

Later

9–24 mo

Agentforce readiness
L
CRM Analytics consolidation
M

§06 · Roadmap

Four horizons. Named workstreams. Sequenced.

A swim-lane roadmap across 90-day, 6-month, 12-month, and 18-month horizons, with workstreams colored by theme. This is the visual leadership uses to scope the managed services contract — or to drive their own internal plan.

Salesforce — sequencing note

Most Salesforce roadmaps start with automation consolidation and security remediation in parallel, because they unblock the downstream work.

Roadmap · workstreams by horizon

90 days6 mo12 mo18 mo

Automation consolidation

Security remediation

Data quality program

Integration modernization

§07 · Business case

Current cost. Remediation investment. Projected value.

A three-column line-item model: what the current state is costing (license waste, manual workarounds, error rates, risk), what remediation costs, and the projected annual value. Payback period in months. Every line traces to a named finding.

Salesforce — top value lever

Reclaim 23 unused Sales Cloud licenses — $45K/yr projected annual value.

Business case · line items

Lever	Now	Invest	Value
Reclaim 23 unused Sales Cloud licenses	$45K/yr lost	$0	$45K/yr
Eliminate admin firefighting (8 hrs/wk)	$62K/yr lost	$18K	$62K/yr
Recover 12% Lead duplicate rate	$180K pipeline leak	$24K	$180K/yr

§08 · Proposed engagement

Three paths. Fixed-fee where possible. You pick.

Fix-It Sprint (90 days, fixed fee, close the top criticals), Managed Services (monthly retainer, ongoing hygiene), or Rebuild (multi-quarter — rebuild, migrate, or consolidate). We do not bundle — you take the report and run it however you like.

Salesforce — most common path

Most Salesforce health checks convert into a Fix-It Sprint (90 days, fixed fee) or a Managed Services retainer. Rebuild programs only for multi-cloud orgs.

Proposed engagement

Fix-It Sprint

90 days · fixed fee

Close the top critical findings. Ship, stabilize, hand back.

Managed Services

Monthly retainer

Your single point of contact keeps the instance clean as the business changes.

Rebuild

Multi-quarter

Rebuild, migrate, or consolidate — scoped from the health check.

§09 · Appendix · evidence

Every finding has a page. Every claim has a query.

The appendix is where skeptics go. Each finding gets its own detail page: screenshots, the exact query or metadata that surfaces it, reproduction steps, and our recommended fix. This is the part that makes the health check defensible to your own engineering team.

Salesforce — sample evidence query

Finding A-01 attaches a query you can re-run yourself to verify the issue.

Appendix · finding detail

CriticalA-01

Process Builder and Flow both modify Opportunity.Stage

SOQL

SELECT Id, StageName, LastModifiedBy.Name, LastModifiedDate

FROM Opportunity

WHERE LastModifiedDate = LAST_N_DAYS:30

AND Id IN (SELECT EntityId FROM OpportunityFieldHistory

…

The twelve domains we assess

What we look at, in one glance.

Every domain below gets a dedicated scorecard page in the report. Descriptions below are keyed to Salesforce — they translate cleanly to any CRM.

Governance & Release Management

Change boards, release cadence, sandbox strategy, CI/CD (Copado / Gearset), source control presence.

Data Model & Schema Hygiene

Custom object sprawl, field population, picklist hygiene, standard-vs-custom misuse.

Automation Debt

Workflow Rules, Process Builder, Flow, and Apex Triggers mapped to execution order with collision detection.

Security & Sharing

Profiles vs Permission Set Groups, Modify All Data grants, sharing rule depth, guest user exposure.

Data Quality

Matching + Duplicate Rules, field completeness, Lead-to-Account match rate, staleness by object.

User Adoption & Experience

License Utilization & Cost

Assigned-vs-active Sales / Service / Platform seats, feature license waste, API + storage burn.

Integration Architecture

Named Credentials coverage, middleware vs point-to-point, Platform Events, CDC, retry + DLQ.

Reporting & Analytics

Folder sprawl, unused dashboards, conflicting revenue definitions, CRM Analytics adoption.

Technical Debt & Code Quality

Apex API version, test coverage by class, SOQL-in-loops, hardcoded IDs, bulk patterns.

AI & Agentic Readiness

Field descriptions, Data Cloud readiness, prompt + action metadata, Agentforce guardrails.

Backup, DR & Compliance

OwnBackup / Gearset backup scope, RTO / RPO, audit trail retention, Shield coverage.

How we do it

Two weeks. A named auditor. Nothing mysterious.

Every Health Check runs the same four-stage cadence. Metadata pulls are read-only; no changes are made to your system. We publish methodology transparently because we want you to trust the result — and repeat it if you need to.

Day 1 · Discovery call

We align on goals, scope, and stakeholders, and request read-only access to the CRM, observability, and any integration platform.

Days 2–7 · Metadata + interviews

Metadata extraction (Salesforce CLI, HubSpot Design Manager, Power Platform CoE Kit, or equivalent), Optimizer + Security Health Check runs, plus 6–10 stakeholder interviews.

Days 8–12 · Analysis + scoring

We score all twelve domains, build the risk register, and draft the prioritized recommendations — with effort, dependencies, and business case.

Days 13–14 · Delivery + debrief

Full report, companion Excel risk register, and a 60-minute debrief with your team. You own the deliverable. You decide what happens next.

Who it's for

Three buyers. Three different asks. One deliverable.

RevOps / CRO

You inherit CRM chaos every time leadership changes.

You need a defensible plan that sales leaders, finance, and your board will sign off on — one that names the problems specifically and assigns them a path.

CFO / COO

You're asked to approve budget for CRM work and don't have a way to scope it.

The Health Check gives you a line-item business case with current cost, remediation investment, and projected annual value — so the decision is an ROI decision, not a faith decision.

CIO / Head of IT

You own the system and the risk. Neither is documented.

You leave with a risk register, an integration inventory, and a documented remediation roadmap — in the CRM's own terminology — that your team can execute from.

One finding, unpacked

What a single finding looks like in the appendix.

This is the depth we go to on each of the red / yellow findings in your report. Evidence. The reproducing query or trace. The named fix. Below is a real pattern we see on Salesforce orgs — rendered in the same style as the report.

Critical · RedA-01

Process Builder and Flow both modify Opportunity.Stage

Evidence

Recursion observed in 3 debug logs in the last 30 days. Affects ~180 records/month. Silent downstream: Einstein Forecast values drift, handoff notifications double-fire.

Trigger chain

User · edit Opp

→

PB "Opportunity_Stage_Update"

→

Stage = Negotiation

Stage change

→

Flow "Opp_Stage_Notifier"

→

Stage = Proposal

Stage change

→

Apex Trigger

→

Stage = Negotiation

Reproduce it · SOQL

SELECT Id, StageName, LastModifiedBy.Name, LastModifiedDate
FROM Opportunity
WHERE LastModifiedDate = LAST_N_DAYS:30
AND Id IN (SELECT EntityId FROM OpportunityFieldHistory
  WHERE Field = 'StageName' GROUP BY EntityId HAVING COUNT(Id) > 3)

Recommended fix

Consolidate to a single record-triggered Flow with explicit execution order. Archive the Process Builder. Add fault path. Regression test all downstream notifications and Einstein Forecast categories.

Findings like this one are attached per finding in the appendix of every Health Check report.

Flat fee. Two weeks. One report.

A CRM Health Check costs $1,500.

One price, regardless of CRM. One named auditor. The deliverable is yours — you can execute it with us, with another partner, or internally.

CRM Health Check

Two-week engagement

$1,500

Full audit of current configuration, data model, and active automations
Data quality assessment — duplicates, completeness, staleness, match rates
Third-party app and integration architecture review
Security and permissions model review
Twelve scored dimensions, one scorecard page each
Prioritized Now / Next / Later recommendations with effort + dependencies
Risk register as a companion Excel file
Business case with current cost, remediation investment, and projected value
60-minute debrief call to walk through findings

We decline engagements where we don't see a clear path to value. We'll confirm fit on a 30-minute scoping call before accepting payment. If the Health Check is not the right format for your situation, we'll say so.

Request a Health Check

Common questions

Before you book a scoping call.

Schedule a health check

Request a CRM Health Check

Tell us about your stack. We confirm fit, scope the assessment, and send a statement of work.