connect claude to your crm.

Goal: Decide in ten minutes whether you need to migrate at all. Most teams don't. (10 min)

1. Write down what your team actually uses each week: pipelines, contacts, sequences, forms, reports, quotes.
2. Check what you pay per year for CRM seats and add-ons.
3. Check whether your CRM has an official MCP server. HubSpot, Pipedrive, Zoho and Salesforce do, and Twenty includes one. If yours does, Claude can work inside it without migrating.
4. Rule of thumb: if your CRM costs under about $5k a year, keep it and connect Claude. If you're on HubSpot or Salesforce Professional tiers mainly for a pipeline and a newsletter, switching may pay off.

Here is what my team uses in our CRM each week, and what we pay per year:

[paste your list and costs]

Tell me: 1) which paid features we're not using, 2) whether we should keep this CRM and connect AI to it or move to a cheaper one, and 3) what we'd lose by switching. Be blunt and keep it under 200 words.

Done when: You've written down "keep" or "switch", with one sentence on why.

Goal: Ask Claude questions about your real pipeline and get real numbers back. (15 min)

1. Find your CRM's MCP server address. HubSpot: https://mcp.hubspot.com (first create an app under Development → MCP Auth Apps in HubSpot). Twenty: https://your-workspace.twenty.com/mcp. Pipedrive, Zoho and Salesforce: see their MCP docs linked under Sources.
2. In Claude, go to Customize → Connectors, click + Add, then Add custom connector. Give it a name, paste the server address, click Continue and sign in to your CRM when asked.
3. On a Team or Enterprise plan, an owner adds it once under Organization settings → Connectors. Everyone else then clicks Connect.
4. In a new chat, click + → Connectors and switch your CRM on.
5. Start with questions only. Claude can only see and change what your own CRM login allows.

Using our CRM: how many open deals do we have, what's their total value, and which 5 deals have had no activity for the longest? Show it as a short table.

Done when: Claude answers with numbers that match what you see in your CRM.

Goal: Fix duplicates, gaps and stale records in 20 minutes without risking a bad bulk edit. (20 min)

1. Ask Claude to find problems and list them. Don't let it change anything yet.
2. Review the list. Delete or merge duplicates yourself the first time so you see how it works.
3. Then approve small batches: "fix items 1–10". Check them in the CRM before doing more.

Look through our CRM contacts and companies. List, without changing anything: 1) likely duplicates, 2) contacts with no email or no company, 3) deals with no owner, 4) deals with a close date in the past that are still open. Number every item so I can approve fixes by number.

Done when: You've approved and applied at least 10 fixes, and they look right in the CRM.

Goal: Replace the Monday spreadsheet with one prompt you reuse every week. (10 min)

1. Run the prompt below. Adjust the stages and the 14-day rule to fit how you sell.
2. Save it somewhere you'll reuse it, such as the instructions of a Claude Project called "Pipeline review".
3. Run it every Monday and share the table with the team.

Give me this week's pipeline review from our CRM:
1. Number and value of open deals per stage
2. Deals that moved stage in the last 7 days
3. Deals with no activity for 14+ days, with owner and last note
4. The 5 biggest deals and their next step
5. Three things the team should do this week
Keep it to one screen.

Done when: You've run it once and the stuck-deals list matches reality.

Goal: Get a ready-to-send follow-up for every stalled deal. You stay in control of what goes out. (15 min)

1. Ask Claude for drafts only, based on each deal's last note. It doesn't send anything.
2. Edit and send the ones you like from your own email.
3. Ask Claude to log a note on each deal you followed up, after you've sent it.

For each open deal with no activity in the last 14 days, read the last note and draft a short, specific follow-up email (under 90 words, no fluff, one clear question). Don't send anything and don't change any records. List them by deal name.

Done when: You've sent 3 follow-ups that you'd actually be happy to sign.