CRM management
Virtual Assistant for CRM and Lead Follow-Up
A CRM only helps when someone maintains it. A virtual assistant for CRM and lead follow-up from The Peak Hire keeps your records accurate, your activity logged, and approved follow-up running on schedule, so your pipeline reflects reality instead of the last time you had a quiet afternoon. We use your approved messaging and channels, and honour recorded opt-outs. Pricing, negotiation and closing stay with you.
What your assistant handles
Concrete examples of work clients delegate. Your scope is set on the discovery call and can change as priorities shift.
Data hygiene
- De-duplicating contacts, companies, and deals
- Completing missing fields from verified sources
- Standardising naming, industries, and deal stages
- Archiving dead records so reports stay honest
- Importing lists correctly, with mapping checked first
Activity logging
- Logging calls, emails, and meetings after the fact
- Attaching notes and next steps to every open deal
- Updating stages so forecasts mean something
- Setting tasks and reminders with real due dates
- Keeping quotes and proposals attached to the right record
Follow-up execution
- Running approved email sequences on a set cadence
- Chasing unanswered proposals before they go cold
- Booking and confirming follow-up calls
- Reactivation campaigns for lapsed leads
- Handover notes when a deal moves to delivery
Reporting and process
- Weekly pipeline summary: moved, stalled, overdue
- Simple dashboards for the numbers you check
- Source tracking so you know what generates deals
- Documenting your sales process as it is actually run
- Maintaining templates and canned messaging
Illustrative workflow, not customer results
A before-and-after view of what a record looks like when nobody maintains it, and what the same record looks like once it is kept current. This is an illustrative example, not a client case study or a report of past results.
Before: an unmaintained record
- Stage still says the same thing it did two months ago
- Last activity is an email nobody logged
- No note explaining what was agreed on the call
- No next action and no due date
- Nobody named as responsible for the next step
- A duplicate of the same company sitting alongside it
After: a record kept current
- Stage matches what actually happened on the last call
- Calls, emails, and meetings logged against the record
- A short note in plain language on what was agreed
- Next action written as a specific task
- Due date set, so it appears on someone's list
- Duplicate merged, with the surviving record checked
Fields kept on every open deal
- Status: the current stage, with the agreed definition
- Owner: the person responsible for the next step
- Next action: the specific thing that happens next
- Last contact: when the customer was last spoken to
- Due date: when the next action is expected
What stays with you
- Whether a deal is genuinely progressing
- Pricing, discounting, and commercial decisions
- Approval of messaging before anything is sent
- Which records are archived or written off
The example above describes record keeping, not outcomes. We do not claim a change in win rate, pipeline value, or revenue from CRM hygiene.
Sample lead follow-up workflow, not customer results
An illustrative sequence of how a lead moves through your CRM once someone maintains it. It describes record keeping and activity, not results, and no step here is a guarantee of leads, meetings or revenue. Your own steps are agreed during onboarding.
1. Accepted lead
- Only leads from the sources and lists you have approved
- Source, enquiry time and channel written to the record
- Anything out of scope routed to you instead of answered
2. Approved response
- Your approved messaging on your approved channels only
- Opt-outs honoured and recorded before any follow-up
- Response window and cadence set by you, not promised by us
3. Stage, owner, due date
- Stage set to the agreed definition after each contact
- Named owner for the next step, you or your assistant
- Next action written as a specific task with a due date
4. Qualification handoff
- Checked against the criteria you agreed in advance
- Handed to you with the notes you asked for
- Pricing, negotiation and closing remain yours
5. Meeting outcome
- Confirmed meeting logged with time zone stated
- Held and no-show recorded separately, never merged
- One approved rebooking attempt after a no-show
6. Weekly report
- Booked, attended and qualified counted as three figures
- Records updated, stalled and overdue follow-up
- Decisions waiting on you, each with a named next action
Access is least-privilege: your assistant holds only the CRM permissions the agreed work needs, on their own account. This sample is not legal or compliance advice about your own outreach obligations.
Who this is for
- Founders selling while also delivering the work
- Small sales teams with no operations support
- Businesses that bought a CRM and never kept it current
- Service firms losing revenue to unfollowed quotes
- Teams moving from spreadsheets to a proper CRM
How matching works
- Step 01
Review your pipeline
We look at your CRM, stage definitions, and where follow-up currently breaks down.
- Step 02
Match on CRM experience
We shortlist assistants who have run your CRM day to day, not just seen a demo.
- Step 03
Clean-up sprint
First weeks focus on trustworthy data and agreed definitions before anything is automated.
- Step 04
Ongoing cadence
Daily logging, scheduled follow-up, and one weekly report you can act on.
Questions people ask
Can a virtual assistant handle CRM work and lead follow-up together?
Yes, and in practice they are the same job. Your assistant works the leads you have accepted, sends the response you have approved on the channels you have approved, writes the stage, next action, owner and due date onto the record, and hands anything qualified to you. Pricing, negotiation and closing stay with you. We do not guarantee leads, meetings or revenue.
How do you count meetings in the weekly report?
Separately, because they are different things. Booked means a slot is on the calendar. Attended means the customer turned up. Qualified means it met the criteria you set in advance. A report that merges the three flatters the work, so we keep them apart and name what is waiting on you.
What does this cost, and when is my assistant working?
One price on any payment method, in US dollars, as a fixed monthly allowance: $600 for 40 hours, $1,100 for 80 hours, and $1,600 for 160 hours. The working schedule inside that allowance is agreed during onboarding. Access is least-privilege, so your assistant gets only the CRM permissions the agreed work needs.
Which CRMs do your assistants work in?
Commonly HubSpot, Pipedrive, Salesforce, Zoho, Close, Attio, and Monday CRM. If yours is not on that list, tell us on the discovery call so we screen candidates for it.
My CRM is a mess. Where do you start?
With a clean-up sprint: de-duplicate records, fix required fields, archive dead deals, and agree what each pipeline stage actually means. Automation and sequences come after the data is trustworthy.
Will an assistant email my prospects directly?
Only if you want them to, and only with messaging you approve. Many clients start with your assistant preparing drafts and reminders while you press send.
Can they build automations?
They can build and maintain standard CRM workflows, templates, and sequences within your plan. Deep custom development or engineering work is outside the scope of a VA engagement, and we will say so rather than pretend otherwise.
How do I know the follow-up is happening?
You agree a simple reporting rhythm, usually a weekly pipeline summary listing what moved, what is overdue, and which deals have gone quiet.
Ready to hand this off?
Tell us the tasks and the hours you need. Plans are month-to-month with a 14-day match guarantee, and after we understand your needs we'll explain the matching timeline and next steps.