We start with what is broken, not what is billable
Every engagement opens with a diagnosis. If more marketing is not what you need, we say so before you commit — which is why our first recommendation is sometimes a smaller one.
Growth Operations & Audits
CRM & Follow-Up Workflow Audit
Make sure every lead is tracked, followed up and moved through the right sales journey.
Audit Your CRM WorkflowSee what is included
No obligation. We reply within one business day.
- Works with a real CRM, a spreadsheet, or three people’s WhatsApp
- Pipeline stages rebuilt around how you actually sell
- A CRM update SOP short enough that people read it
A CRM is only useful when it is true.
Stages that no longer match how deals progress. Leads sitting in "contacted" for six weeks. A lost column with no reasons in it. Once the system stops reflecting reality, every report built on it becomes fiction — and decisions get made on that fiction.
We examine how leads are stored, tagged, assigned, chased and reported across whatever you actually use. The most common and most expensive case is all four at once, with no single view of the pipeline anywhere.
Scope
What’s included
- CRM setup and pipeline stage review
- Lead source tagging verification
- Follow-up reminder and task discipline
- Call notes and WhatsApp follow-up review
- Lost-lead reason tracking
- Daily CRM update discipline check
- Team responsibility mapping
- Source-wise conversion tracking
Deliverables
What you receive
- A CRM gap report
- A recommended CRM pipeline structure
- A follow-up workflow map
- A CRM update SOP
- A lead stage framework your team will actually use
How it works
How the engagement runs
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01
Data review
Your live records examined for field completeness, stage distribution, how long records sit untouched, and how much of it is simply blank.
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02
Shadowing
We watch how the team actually enters and updates records, which is rarely how the system was designed to be used.
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03
Gap report
Where data is missing, wrong, duplicated, or captured too late in the journey to be useful.
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04
Rebuild
A recommended pipeline structure, a lead stage framework and a follow-up workflow map — including the awkward stages templates omit but every real pipeline has.
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05
SOP and handover
A CRM update SOP plus a walkthrough with the team who have to live with it.
A CRM is only useful when it is true. The moment it stops reflecting reality — stages that no longer match how deals actually progress, leads sitting in “contacted” for six weeks, a lost column with no reasons in it — every report built on it becomes fiction, and decisions get made on that fiction.
This audit examines how leads are stored, tagged, assigned, followed up and reported across whatever you actually use: a proper CRM, a spreadsheet, an email folder, three people’s WhatsApp, or all four at once. The last case is the most common and the most expensive, because no single view of the pipeline exists anywhere.
What we check
CRM setup, lead stages, sales pipeline structure, lead source tagging, follow-up reminders, call notes, WhatsApp follow-up, lost-lead reason tracking, daily update discipline, team responsibility, lead status accuracy, and source-wise conversion tracking.
Two of these decide whether the rest are worth anything. Source tagging at the moment of entry is what makes channel performance knowable later — without it, you can never answer which spend produced which revenue. And lost-lead reasons are the only mechanism by which a sales team learns anything from a bad month.
Stages that describe reality
Most pipeline structures we review were copied from a template and never questioned. They contain stages nobody uses, and are missing the one stage where deals actually stall. A pipeline should be a diagnostic instrument: if leads pile up somewhere, you should be able to see it and know what it means.
We rebuild the stage set around how your business genuinely sells — including the awkward intermediate states like “waiting on their internal approval” that templates never include but every real pipeline has.
How the engagement runs
- Step 1 — Data review. We examine your live records: field completeness, stage distribution, how long records sit, and how much of it is blank.
- Step 2 — Shadowing. We watch how the team actually enters and updates records, which is rarely how the system was designed to be used.
- Step 3 — Gap report. Where the data is missing, wrong, duplicated, or captured too late to be useful.
- Step 4 — Rebuild. A recommended pipeline structure, a lead stage framework, and a follow-up workflow map.
- Step 5 — SOP and handover. A CRM update SOP short enough that people read it, plus a walkthrough with the team.
Who this is for
Businesses using Zoho, HubSpot, LeadSquared, Google Sheets, WhatsApp Business or any manual tracking system — particularly where more than one of those is in play and no single source of truth exists.
Who it is not for
Businesses that have not yet decided who owns sales follow-up. That is an organisational decision, not a systems one, and no CRM structure survives its absence. Make the call first. We would rather tell you now than invoice you first.
Why Auraa
Why businesses bring this work to us
Findings carry a number you can check
Not benchmarks from a blog post. Your leads, your timestamps, your conversion rate and your deal value — with the working shown, so you can argue with the figure rather than take it on faith.
You own everything we build
Accounts, pixels, dashboards and documents live in your name, inside your business. Nothing is held hostage in an agency workspace, and access transfers cleanly whenever you want it to.
Claims we would be willing to substantiate
We write to what can be evidenced, disclose creator partnerships properly, and flag anything on your site that would be hard to defend. It is a conversion improvement and a risk reduction at once.
Next step
Start with a conversation
Tell us where things currently stand. We will come back with an honest view of whether this service is the right starting point — including when it is not.
- A CRM gap report
- A recommended CRM pipeline structure
- A follow-up workflow map
We reply within one business day. Your details are never sold or shared.
FAQ
Questions We Get About This Service
Not automatically. A disciplined sheet beats an undisciplined CRM every time. What matters is whether stages are defined, updates happen daily, and source is recorded at entry. We audit the workflow you have; if a sheet is genuinely holding you back we will say so and explain what specifically it cannot do.
Only when the current one is demonstrably the constraint, and then based on what your workflow needs rather than a partnership. Most CRM problems we find are configuration and habit problems that survive a migration intact — switching platforms without fixing them just moves the mess.
Partly, and it is worth being honest about the limit. A lot of resistance is rational: the CRM asks for fields nobody uses, at a moment when the salesperson is between calls. We cut required fields to what is genuinely reported on, move data capture to the moment it is easiest, and make the daily update a two-minute task. The rest is management, and no audit substitutes for that.