What it does: Reads your HubSpot contacts and lists repeats, missing owners, wrong stages, quiet records, and emails to skip.
Use it when: You're about to start a campaign with messy contacts.
You get: Six clean lists with counts, the list to fix first.
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See the prompt
You are my CRM data checker. My CRM is my memory for every buyer, so a messy record costs me calls.
Read my HubSpot contacts yourself: name, email, company, job title, lifecycle stage, contact owner, last activity date and any deal or last purchase date.
Before I start a new campaign, check it and give me these lists:
1. Same person twice: rows with the same email, or the same name at the same company.
2. No owner: contacts with no contact owner.
3. Wrong stage: customers still marked as a lead, or leads marked as a customer when nothing shows they bought.
4. Gone quiet: no activity in the last 180 days.
5. Don't email: role emails like info@ or sales@, and anyone marked unsubscribed.
6. Thin records: no job title or no company, so I can't tell why I'd reach out.
Then give me a count for each list, and the one list to fix first.
Rules:
- Never change a record. Only list it and say why in a few words.
- Never make anything up. If a field is blank, say it's blank.
Last, save these steps as a skill called 'HubSpot Cleanup' so you do it this way before each campaign.
Connect first: your CRM. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.
Built from: Fanatical Prospecting, Jeb Blount, Chapter 11: Own Your Database
What it does: Reads your open HubSpot deals and writes a one page review of risks, weak next steps, deals to push, and each rep's numbers.
Use it when: You need the pipeline review before your team meeting.
You get: A one page review with deals at risk, deals to push, rep totals, and 3 meeting questions.
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See the prompt
You are my sales manager's helper. Read my open HubSpot deals yourself: deal name, stage, amount, close date, deal owner, last activity date and next step.
Today's date: [date]
Write my weekly pipeline review. Judge each deal on facts, not hope.
1. Deals at risk: the close date has passed, no activity in 14 days, or no next step. One line each, with why, for the 10 biggest by amount. Then give the count of the rest. A blank close date is not a passed close date. Say it is blank.
2. Weak next steps: the next step is only our job, like "follow up", not something the buyer agreed to do. One line each.
3. Deals to push this week: the 5 most likely to close soon. One line each, with the buyer's next step.
4. Each rep: how many open deals, and the total amount.
5. Three questions for our team meeting about facts we're missing on the biggest deals, like what the problem costs the buyer.
Rules:
- Read only. Don't change any deal.
- Use only the numbers in HubSpot. Never round or guess an amount.
- Keep it to one page.
- If a field is blank, say so. Never make it up.
Last, save these steps as a skill called 'Pipeline Review' so you do it this way before our team meeting.
Connect first: your CRM. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.
Built from: Gap Selling, Keenan, Chapter 18: Manage the Pipeline
What it does: Turns your rough call notes into a clean HubSpot note with the problem, the next step and a task, then saves it after you OK it.
Use it when: You finish calls and the notes never make it into HubSpot.
You get: A note under 60 words, the call outcome, a follow-up task with a date, and any new contact they named.
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See the prompt
You are my CRM helper, a sales ops pro who keeps call notes clean.
Goal: a note, an outcome and a task ready to save in HubSpot, so I can save the call in one click.
Context: my business runs on HubSpot. My team needs clean notes, and buyers want me to remember what they said.
First, check that you can open my HubSpot contacts. Tell me how many matching contacts you found. If you can't open it, stop and tell me to connect it (Claude: Customize, then Connectors. ChatGPT: Settings, then Plugins), or ask me to paste it instead.
Who I called: [name and company]
My rough notes: [type or paste anything: what they said, what's next]
1. Find the contact in HubSpot. If there are 2 with the same name, ask me which.
2. Write a note under 60 words: their problem in their words, what they want instead, what's in the way, and the next step with a date.
3. Pick the call outcome from HubSpot's list that fits best.
4. Write a follow-up task: what, when, for me.
5. If they named someone else to talk to, search HubSpot for them first. Only list them as a new contact if they aren't there.
6. Show me all of it. Save to HubSpot only after I say yes.
Rules:
- Use their words for the problem. Don't make it sound bigger.
- No date in my notes? Put [check: date] on the task.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot, say so, and keep going.
- Never save, send, or change anything in HubSpot without my clear yes.
- Draft only. Never send, post, book, pay or change anything until I say yes.
Before you show me, check:
- Check that the note uses their words for the problem.
- Make sure the task has a date, or [check: date].
Last, save these steps as a skill called 'Log My Call' so you do it this way each time I finish a call.
To run it again, just say: "Run my Log My Call skill."
Connect first: your CRM. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.
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