When Your CRM Gets Messy: A Real Estate Client Cleanup Success

The Process

1. Data Audit	Gathered 1,200+ contact records from multiple sources
2. Duplication & Formatting Cleanup	Merged duplicates and standardized name/contact formatting
3. Info Enrichment	Researched and filled missing fields where possible
4. Tagging & Categorization	Organized contacts by status (buyer, seller, renter, etc.)
5. Final Delivery	Delivered clean CSV and provided instructions for ongoing use

Tools Used

• Google Sheets / Excel – master cleanup and formatting

• Web lookup tools – for filling in missing info

• Manual merge process – to combine duplicates carefully

• CSV export/import tools – for CRM ingestion

Results

Outcome	Details
1,200+ contacts cleaned	Fully reviewed and uploaded with accuracy
Duplication rate dropped to 0%	All duplicates removed
Better outreach targeting	Enabled CRM segmentation by client status
CRM file ready for import	Delivered clean, properly formatted CSV with version control and upload instructions

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✅ Overview

A busy real estate firm was juggling multiple contact lists across spreadsheets, email systems, and their CRM. Over time, the data became cluttered with duplicates, outdated information, and inconsistent formatting, making it nearly impossible for the agents to run targeted email campaigns or follow up with hot leads.

They brought in Brilliant Data Solutions to clean house — and we delivered clarity, consistency, and control over their client data.

🔍 The Challenge

• 1,200+ client records were spread across different systems and spreadsheets

• Multiple entries for the same clients with variations in name and contact details

• Missing information in key fields like phone numbers and lead source

• Inconsistent formatting (e.g. “John Smith” vs “SMITH, JOHN”) was making CRM search unusable

• Team couldn’t confidently segment contacts for outreach or campaigns

🛠️ Our Solution

We developed a manual cleanup workflow tailored to the real estate firm’s needs and CRM structure:

• Merged contact records and removed duplicate entries using human validation

• Standardized formatting for names, phone numbers, emails, and location fields

• Researched and filled in missing info where possible (without compromising privacy)

• Created tagging and categorization system by client status (buyer, seller, renter, etc.)

• Delivered a fully cleaned and upload-ready CSV with version control

📊 The Results

• ✅ 1,200+ contacts reviewed, cleaned, and formatted

• 🔁 Duplicate rate dropped from 18% to 0%

• 📧 CRM segmentation unlocked for smarter outreach

• 🧭 Agents are now able to search and filter clients accurately by name, location, and status

• 💬 Lead follow-ups increased by 40% within the first 30 days post-cleanup

📌 Why This Matters

In real estate, time and timing matter. A messy contact list means missed opportunities. We made it possible for their team to stop sorting through bad data and start closing more deals.

👩🏽‍💻 Need Real Estate CRM CleanUp?

If your CRM is cluttered, your contact lists are confusing, or your spreadsheets are a mess, we’ll clean it up manually — no shortcuts, no scripts, no surprises.

👉 Let’s Tidy It Up – Book a data cleanup session and let your team focus on selling, not sorting.

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