Pipedrive + Apollo CRM Audit, Stabilization & Handover for B2B Outreach

We need a freelancer to audit and stabilize our Pipedrive and Apollo CRM setup for B2B outreach. The work includes reviewing current workflows, identifying gaps, improving data quality, and preparing a clear handover for our team. You should be able to assess the current system, recommend practical improvements, and help ensure the CRM supports consistent outreach operations. This is a short-term project for someone who can work independently and communicate clearly throughout the process. One Stone World Inc. is a U.S.-based company serving commercial properties and shopping malls. We use Pipedrive as our CRM, Apollo for email prospecting/outreach, LinkedIn Sales Navigator for research, and Waalaxy for LinkedIn campaigns. Job Description: We are looking for an experienced CRM / Sales Operations specialist to take over an existing setup after a previous consultant completed a handover. This is not a request to rebuild our CRM, sell us a new platform, or begin an open-ended monthly retainer. The goal is to independently diagnose the existing system, stabilize it, document it, and leave OSW fully in control of the operating process. Current environment • Pipedrive: organizations, contacts, deals, pipeline stages, activities, automations and Insights dashboards • Apollo: ICP saved searches, segmented contact lists, outbound sequences and OSW sending mailbox • LinkedIn Sales Navigator + Waalaxy: target-account research, prospect lists and LinkedIn campaigns • Target market: North American shopping malls, retail real-estate owners/developers and related decision-makers Milestone 1 — Audit and recovery plan Review the existing environment and deliver a concise written audit covering: • Account roles, admin access, owners and integrations • Pipedrive data structure, pipeline, duplicates, missing next activities and data-quality issues • All Pipedrive automations: owner, trigger, action, active/inactive status, errors and business purpose • Apollo saved searches, lists, sending identity, sequences, templates, delivery settings and status • Waalaxy campaigns, prospect lists, LinkedIn connection and campaign status • The exact workflow from prospect identification to outreach, reply, deal creation, follow-up and reporting • A prioritized correction plan: Critical / Important / Optional Milestone 1 acceptance criteria • Written audit with screenshots and a short Loom walkthrough • A list of every active automation, sequence, campaign and integration, including owner and status • A clear list of immediate risks and recommended corrections • No changes to be made without written OSW approval Milestone 2 — Stabilization and handover Following written approval of the audit plan: • Transfer or confirm OSW ownership of relevant Pipedrive automations, deals, activities and records • Reassign any records currently owned by an external consultant to an OSW user • Correct only the issues approved after Milestone 1 • Confirm that the OSW mailbox, Apollo sequence and reply capture work correctly • Validate that Pipedrive shows the correct contact, deal, activity and next follow-up action • Export a full backup of Pipedrive and key Apollo lists/assets • Provide a simple operating SOP: weekly CRM hygiene, launching a sequence, handling a reply, creating/updating a deal, and reading the core dashboard • Provide a final Loom walkthrough and a closeout checklist Milestone 2 acceptance criteria • OSW can operate all core workflows without the consultant • All relevant assets are owned by or accessible to OSW administrators • A test outreach/reply workflow has been checked end-to-end • Exports and documentation have been delivered • No dependency on the consultant’s personal account, credentials or spreadsheets Important constraints • Fixed-price project with two milestones; no open-ended scope • No rebuilding Pipedrive, no new CRM proposal, no custom app, and no tool migration without explicit written approval • No sending or changing live campaigns without prior written approval • Strong Pipedrive + Apollo experience is required; LinkedIn Sales Navigator/Waalaxy experience is a plus • Please begin your proposal with: “OSW CRM Audit” and describe a similar CRM recovery or handover project you have completed. Please include: 1. Your fixed price for each milestone 2. Your estimated delivery time 3. A short example of a CRM audit/handover you have performed 4. Confirmation that you will document every change and work only within an approved scope