Practical control · free resource
CRM export reconciliation checklist
Nine evidence checks to run before your team approves a migration, workflow, campaign or reporting change.
- No customer data upload
- Source files unchanged
- Decision evidence
This checklist helps a reviewer decide whether two exports support the same business conclusion. It does not certify a CRM implementation, prove lost revenue or replace privacy, security or migration testing.
- 01
Name the decision
Write the exact decision the comparison should support: approve a cutover, change a campaign, correct a report or investigate a workflow. A reconciliation without a decision question produces noise.
Keep: decision owner, approval date and acceptance threshold.
- 02
Freeze the comparison window
Record both extraction timestamps, the included date range and the timezone. Keep the original files unchanged and hash or archive them so the result can be reproduced.
Keep: filenames, extraction times, timezone and file hashes.
- 03
Confirm like-for-like definitions
Check that both systems describe the same event, status and amount. A lead, qualified lead and closed deal are different populations even when their rows share an identifier.
Keep: field definitions and known exclusions.
- 04
Choose stable identifiers
Prefer an immutable account and event key. Do not silently join on names, phone numbers or rounded timestamps. If a shared key is absent, document that matching will be probabilistic or stop the comparison.
Keep: join key, uniqueness rate and null rate.
- 05
Isolate duplicate keys
Separate duplicate keys before one-to-one comparison. Decide whether each duplicate is a legitimate repeated event, a source retry, an import copy or an unresolved ambiguity.
Keep: duplicate count by source and the resolution rule.
- 06
Reconcile coverage
Count source-only, CRM-only and matched records. Express each count against the agreed population, without calling every unmatched record a defect.
Keep: source total, CRM total, matched total and exception lists.
- 07
Compare values under one rule
Align currency, tax treatment, refunds, adjustments and rounding before comparing amounts. Record the tolerance used and show each difference rather than only a net total.
Keep: value rule, tolerance and row-level differences.
- 08
Classify evidence and assumptions
Label what is directly observed, what is inferred and what remains unknown. A missing CRM row may result from consent, timing, filtering or a broken process; the export alone cannot decide which.
Keep: finding, evidence, interpretation and next check.
- 09
Require sign-off before mutation
Have the decision owner review coverage, exceptions and limitations before any production import, deletion, workflow edit or campaign change.
Keep: approver, decision, exceptions accepted and rollback owner.
NEED A SECOND CHECK?
Turn two exports into
a reviewable evidence log.
The fixed pilot covers one account, one lead source, one CRM export and up to 5,000 combined rows. No live access or production changes.
Request a scope check