CRM Audit Checklist — Xovion Labs

Scoring: 2 pts — Yes, clean 1 pt — Partially / sometimes 0 pts — No / broken / don't know Max: 24 pts

Category 1 — Lead Capture & Entry

1 Every inbound lead — phone, web form, referral — lands in your CRM automatically within 60 seconds, with source tagged.

2 1 0 = ___

2 After-hours leads (evenings, weekends) are captured with full context — not sitting in voicemail until morning.

2 1 0 = ___

3 You can tell within 30 seconds where any lead came from without opening the record.

2 1 0 = ___

4 You have zero stages called "Follow Up," "Nurture," or anything vague. Every stage maps to a specific next action.

2 1 0 = ___

5 You can look at your pipeline right now and know — without opening individual records — which leads need attention today.

2 1 0 = ___

6 When a lead goes cold (no response in 7 days), your CRM automatically flags or routes it. It doesn't just sit there.

2 1 0 = ___

7 If a hot lead responds to a message at 11pm, there's a system that catches it — not someone's luck the next morning.

2 1 0 = ___

8 You don't have leads untouched in 30+ days that you haven't consciously decided to close or archive.

2 1 0 = ___

9 When a lead says "call me back next month," that's tracked in the CRM with a dated task — not stored in someone's memory.

2 1 0 = ___

10 You can pull your exact pipeline conversion rate for last month without running a custom report or asking someone.

2 1 0 = ___

11 You know how deals were lost last quarter — timing vs. price vs. no-decision — not a rough guess, the actual breakdown.

2 1 0 = ___

12 If your best salesperson quit tomorrow, their pipeline would be fully recoverable. Nothing lives in their head or inbox.

2 1 0 = ___

Category totals: Cat 1: ___ / 6 Cat 2: ___ / 6 Cat 3: ___ / 6 Cat 4: ___ / 6

Total: ___ / 24

Score	Rating	What it means
0 – 8	Critical	Your pipeline is actively losing revenue. Leads are leaking at multiple stages and some of it is invisible — the most expensive kind of leak.
9 – 14	Leaking	A working system with real cracks. The gaps are fixable without a full rebuild — but you're probably losing a few deals a month you don't know about.
15 – 19	Good	You've done real work here. A few targeted fixes in your weakest category would tighten conversion without rebuilding from scratch.
20 – 24	Strong	Your pipeline is well-built. The next level is removing the parts that still require human attention — and there are always a few.