A CRM virtual assistant who keeps your CRM current. A person, not software.
A trained human operator who lives in your HubSpot, Salesforce, Pipedrive, or Follow Up Boss and does the work the system depends on. Data entry, pipeline updates, deduplication, segmentation, and the weekly report pulls. $1,497/month, flat, no contract.
Win condition. Managed accuracy under supervised QA, not the lowest hourly rate
- SCOPE
- Maintains the record, runs the cadence. Never deal strategy or close
- LANGUAGES
- Spanish + English, native fluency
- COVERAGE
- 24/7, scheduled per engagement, anchored on Eastern Time
- PLATFORMS
- HubSpot · Salesforce · Pipedrive · more, taught by your team
- QA
- Embedded supervisor, batch sampling
Nine workflows the operator runs inside your CRM.
First, the disambiguation, because the search results for this term are muddy. A CRM virtual assistant, the way we mean it, is a person. Not a piece of CRM software you buy for your assistant to use. A trained operator who logs into your system and does the maintenance work that quietly decays when your reps are busy selling: data entry, pipeline updates, deduplication, segmentation, activity logging, lead routing, follow-up tasks, report pulls, and integration upkeep.
Each workflow carries a hard boundary. The operator maintains the record and runs the cadence. Your reps and your sales manager own the deals, the strategy, and the close. Here is the work, lane by lane.
Contact and deal records, entered the same day
The operator enters new contacts, companies, and deals from your inbox, your web forms, your event lists, and your business-card stacks, with every required field filled to your standard. Phone numbers normalized, email formats validated, owners assigned per your routing rules. No deal sits in a salesperson’s head waiting to be logged after the next showing.
Stages that reflect reality, not last month
The operator advances deals through your pipeline stages based on documented call outcomes and reply signals, updates close dates and amounts as they shift, and flags deals stuck past your stall threshold. Your forecast view stops lying to you, and your Monday pipeline review runs on facts instead of a group chat asking what actually happened.
Deduplication and the cleanup nobody has time for
The operator works your duplicate queue daily, merges contact and company records per your survivorship rules, fixes mojibake and mis-cased names, fills missing fields from documented sources, and retires dead records to the right list. The database your reps actually trust is one somebody maintains by hand, every working day.
Lists and views your campaigns can run on
The operator builds and maintains the segments your sales and marketing motions depend on: lifecycle stage, source, territory, product interest, last-activity recency. Membership stays current as records move. When a campaign needs a clean list of the right 400 contacts, it exists before the campaign does.
Calls, emails, and notes logged with context
The operator logs calls, emails, meetings, and notes against the right record with the outcome and the next action, so a teammate walking into the account cold can reconstruct the history in thirty seconds. Logged activity is what makes a report true. An unlogged call is a deal nobody can see.
Lead routing, follow-up tasks, and the weekly pulls
The operator routes inbound leads to the right owner per your rules, creates the follow-up tasks your cadence requires, and pulls the recurring reports your team reviews: pipeline by stage, source ROI, activity by rep, deals slipping past close date. Integration breaks and misrouted leads get flagged to your team lead the same business day.
A CRM is only as good as the person updating it.
Nobody buys a CRM planning to let it rot. It rots anyway, because the maintenance is invisible work that loses every fight against a live deal. A rep finishes a call and means to log it, then the next call rings. A lead comes in over the weekend and gets a half-filled record on Monday. Two reps enter the same company under two spellings. Three months later the pipeline report is fiction, the segment your campaign needs does not exist, and the forecast meeting opens with twenty minutes of asking what is actually real.
The platform was built to hold the answer. Somebody has to feed it, every working day, to your standard. That is the job this page is about. Not a smarter automation, not another integration, but a person whose actual responsibility is that the record is current, the duplicates are gone, the stages are honest, and the reports are true. When that person exists, your reps stop doing data entry between calls and your sales manager stops running meetings on memory.
Pure data-entry volume work, the high-throughput keying and transcription side, is the sibling discipline. If your need is more entry than CRM operations, start at the data entry virtual assistant page.
What the operator runs, and what stays with your team.
The line is the same one every honest service draws: the operator owns execution and accuracy, your team owns judgment. The operator keeps the record true to documented reality. Your team decides what that reality should become. Stated plainly, by category.
| Area | The operator runs (execution and accuracy) | Stays with your reps and sales manager (judgment) |
|---|---|---|
| Records | Contact, company, and deal data entry. Field completion to your standard. Phone and email normalization. Owner assignment per your routing rules. | Deciding which leads matter. Qualifying the opportunity. Setting deal strategy. The judgment about whether a record is worth pursuing. |
| Pipeline | Advancing stages on documented outcomes. Updating close dates and amounts as they move. Flagging stalled deals past your threshold. Keeping the forecast view honest. | Moving a deal to a stage the call outcome does not support. Negotiating terms. Forecasting commitments to leadership. Anything that asserts a number you have not earned. |
| Hygiene | Daily duplicate-queue work. Record merges per your survivorship rules. Field cleanup, missing-field fills from documented sources, retiring dead records. | Setting the survivorship and merge rules. Approving a bulk delete. Deciding what counts as a dead record. The policy the operator then runs to. |
| Reporting | Pulling the recurring reports your team reviews. Maintaining the segments your campaigns run on. Routing inbound leads and creating follow-up tasks per cadence. | Interpreting the report. Deciding the campaign. Acting on the pipeline. The operator hands you a true view; the decision is yours. |
The boundary, stated once more: the operator maintains the record and runs the cadence. The operator never decides which deals matter, never asserts a pipeline stage the call outcome does not support, and never forecasts to your leadership. If a data request needs a judgment call, the operator documents it and routes it to your ops lead the same business day.
A report is not true because the dashboard looks finished. It is true because somebody logged the call.
FROM THE OPERATIONS PLAYBOOK
We sell accuracy, which is why we do not sell cheap.
The CRM-VA market is loud with $4 to $8 per hour offers, and we will not match them, because unsupervised cheap data work is exactly how a database fills with duplicates, half-empty fields, and stages nobody trusts. A wrong CRM is worse than an empty one. An empty CRM tells you nothing; a wrong one tells you something false and your team acts on it. The cheap version skips the one thing that makes the work worth doing, which is the review loop.
Our model puts the review loop first. Every operator works under an embedded supervisor who samples batches daily during onboarding and weekly after, checking field completion against your standard, merges against your survivorship rules, and stage updates against documented outcomes. The SOPs your supervisor writes in Week 1 define what correct means for your account, so the operator is measured against your rules and not a generic template. The work happens in a managed office on company-issued equipment, in a supervised environment with a 3-operator warm bench behind it, not in a freelancer’s spare room with no second set of eyes.
The hours-saved math is concrete. A sales team that spends 8 to 12 hours a week on CRM upkeep, spread in five-minute fragments across every rep, gets those hours back for selling while one operator does the maintenance to a documented standard. The cost band is the published Operator tier at $1,497 per month for a full-time operator, against a US in-house data or sales-ops coordinator advertised at $20 to $30 per hour plus benefits, which lands a full-time hire well above the Operator tier before equipment, office space, and turnover coverage.
The same operator works your data in two languages.
Most CRM-VA providers run an English-only bench. For a US sales team with a Hispanic customer base, that gap shows up in the data. A Spanish-language voicemail logged as a vague note because the operator could not follow it. A contact named Muñoz entered as Munoz, then duplicated next week because the search missed the accent. An inbound Spanish lead routed late because nobody on the desk could read the first message. The record quality degrades precisely where your growth is.
Every Assistiq operator is a native Spanish speaker fluent in English, so the same person who maintains your pipeline logs Spanish calls accurately, dedups accented names without mangling them, and handles bilingual inbound on the routing side. Coverage runs around the clock, 24/7, scheduled per engagement, with each operator working their tier hours on the schedule you choose. This is the closing differentiator the English-only field structurally cannot match, and it sits on top of the same supervised-QA model the rest of this page describes.
The full category and the operating model behind it live on our bilingual virtual assistant page. The CRM page is the workflow-deep cut.
The CRMs we work in, and how we actually learn yours.
Honest delivery first, because the category is full of providers claiming deep platform expertise they do not have. Our operators arrive with general CRM literacy and data discipline. They do not arrive fitted to your specific instance, your custom fields, your pipeline logic, or your automations. Your team teaches your CRM during the 7-day onboarding, and our supervisor writes it into SOPs that outlast any one operator. Here is where we have placed operators and the honest scope on each.
Contact and deal properties, pipeline stages, workflows and list memberships, activity logging, and the dedup queue. Your team teaches your custom properties and your stage logic during onboarding.
Lead and opportunity records, stage progression, list views and reports, task creation, and duplicate management. Your admin grants the scoped profile; your team teaches your object model and validation rules.
Deal-stage hygiene, contact and organization records, activity logging, and filtered views your reps work from. The operator learns your fields and your automations during Days 1-3.
Sub-account contact and opportunity records, pipeline stage updates, smart-list maintenance, and tag hygiene for agencies running client workspaces. Taught per workspace during onboarding.
Smart Lists, Action Plan stage advancement, Lead Source attribution, and inbound routing for real estate teams. The platform-deep version lives on our Follow Up Boss page.
Property-management and insurance-agency records where the CRM doubles as the system of record. Scope is data maintenance and follow-up cadence, never licensed work. Vertical-deep versions on our AppFolio and AMS360 pages.
Two of these CRMs have their own workflow-deep pages. For real estate teams on Follow Up Boss, the platform cut lives on our Follow Up Boss virtual assistant page, and for independent insurance agencies on AMS360, the agency-record version is on our AMS360 virtual assistant page. Both run the same supervised model, scoped to the platform.
THE ACCURACY DISCIPLINE
A clean CRM is not a feature you turn on. It is a habit somebody keeps, every working day, to a standard your team wrote down and a supervisor checks.
Seven days, honestly described.
We do not claim the operator shows up already knowing your CRM, your fields, or your conventions. The onboarding is built around your team transferring exactly that knowledge, once, into SOPs that outlast any individual operator. Here is the actual week.
You add the operator as a scoped user in your CRM, no admin access in Week 1 by policy, and walk them through your pipeline stages, custom fields, routing rules, survivorship and merge conventions, and the reports your team reviews. Our supervisor sits in and documents every workflow into written SOPs for your account. End of Day 3, the operator can explain your CRM back to you.
The operator shadows your ops lead on live record work in view-only mode, runs supervised practice passes on deduplication, field completion, and stage updates against real data, and drills your escalation rules until they are automatic. The supervisor calibrates against your existing standard.
The operator takes first live data-entry, pipeline-update, and dedup work with the supervisor reviewing every batch. Anything ambiguous gets flagged, answered, and written into the SOP the same day. First-day volume is capped while the QA loop calibrates.
The operator runs the full CRM cadence on their own: data entry, pipeline hygiene, dedup queue, segmentation, activity logging, routing, and the weekly report pulls. The supervisor stays in the background with daily sampling and weekly accuracy review. The SOPs mean a replacement operator never starts from zero.
The operator extends your team rather than standing in for it. Your reps still own the deals, your sales manager still owns the forecast, and your ops lead still sets the rules. What changes is that the record is current, the duplicates are gone, the stages are honest, and the weekly reports tell the truth.
$1,497 a month. Full-time. Published, not quote-gated.
40 hrs/wk full-time. One bilingual operator maintaining your CRM, in our office on Eastern Time, under embedded supervisor QA.
Book a 30-min fit call →Starter ($897, 20 hrs/wk part-time) fits a small team testing the model with half-time CRM maintenance. Team ($3,497/mo) gives you two operators with a stepped-up shared supervisor on a 6-month commitment, for teams whose data volume exceeds 40 hours a week. Custom (quote-based) covers 5+ operators, extended-hours coverage, or a dedicated supervisor. The category standard is quote-gated pricing; ours is published. Full detail at /pricing, and the full-service overview is on the virtual assistant services hub.
Common questions about CRM operators.
01What is a CRM virtual assistant?
02How much does a CRM virtual assistant cost?
03Which CRMs do your operators work in?
04How do you keep the data accurate instead of just fast?
05Will the operator touch deal strategy or close deals?
06Do you offer this in Spanish?
Talk through the state of your CRM. 30 minutes, no slides, no sales pitch.
We will look at where your data decays, whether an Operator-tier CRM assistant closes the gap, and you will know within the call whether we are a fit.
Or reach us directly at hello@assistiq.io.