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07 Home services · United States Shipped

2,727 deals moved to a new pipeline in one weekend, none lost

The sales team worked in it on Monday morning, with the old pipeline kept as the rollback.

Before
A pipeline that did not match the business, with 25 reports and 12 automations wired to it
After
A new pipeline live on Monday morning, every deal copied with its history, every report repointed, the old pipeline kept as the rollback
2,727 deals moved, none lost
The work, before and after
Before and afterBefore: Old pipeline, then Stages mismatched, then Reports misread, then Automations misfire. After: Stage map, then Rehearsal copy, then Weekend copy run, then 25 reports repointed, then Rollback kept. Result: 2,727, deals moved, none lost.BEFORE3 OF 4 PAIN POINTSAFTER2 OF 5 AUTOMATEDOld pipelineStages mismatchedReports misreadAutomationsmisfireStage mapRehearsal copyWeekend copy run25 reportsrepointedRollback kept2,727deals moved, none lostBefore and afterBefore: Old pipeline, then Stages mismatched, then Reports misread, then Automations misfire. After: Stage map, then Rehearsal copy, then Weekend copy run, then 25 reports repointed, then Rollback kept. Result: 2,727, deals moved, none lost.BEFORE3 OF 4 PAIN POINTSAFTER2 OF 5 AUTOMATEDOld pipelineStages mismatchedReports misreadAutomations misfireStage mapRehearsal copyWeekend copy run25 reports repointedRollback kept2,727deals moved, none lost
6,935
links to contacts, quotes and notes re-made
0
routing mismatches, 25 reports repointed
How the system runs
Input
  • 2,727 live deals
  • Old pipeline, 25 reports
ArrAI
Copy and repoint, one weekend
Output
  • New pipeline live Monday
  • Rollback kept

01 What changed

  • The pipeline matches how the business sells, so reports answer the questions the owner asks
  • The sales team came in on Monday to a working system
  • The old pipeline stayed as the rollback until the owner signed off
The full story The problem, how we approached it, and what we built

A lawn care company's CRM pipeline did not match the way it sold. Reports pointed at the wrong fields and automations fired on the wrong stages. Working through its agency partner, we designed the new structure, copied every deal across in one weekend, and switched the reporting over without losing a record.

Built for
Owner and operations lead
Engagement
Lawn care and landscaping company
Sector
Home services
Region
United States
Year
2026

02 The problem

The company had grown into a pipeline built for a smaller version of itself. Stages did not match how a job moved from quote to recurring service, so reports could not answer basic questions and automations fired at the wrong moments.

Changing it meant moving 2,727 live deals and everything attached to them, with the sales team back at their desks on Monday.

03 The approach

We mapped every old stage to a new one, rehearsed the move on a copy on 17 September, and found the ordering bug in rehearsal rather than on the day.

On the weekend we copied every deal onto the new structure rather than moving them, so the old pipeline stayed as a rollback. Moved with them: 171 subscriptions, 285 quotes, 3,027 notes, 375 tasks and 300 line items, with 6,935 links to contacts, companies and quotes re-made. Zero skipped, zero routing mismatches. Then all 25 reports were repointed and a 115-point checklist audit ran against the owner's own list.

04 What we built

  • A stage-by-stage map from the old pipeline to the new one
  • A copy run for 2,727 deals and everything attached, with a ledger pairing every old record to its new one
  • All 25 reports repointed to the new structure
  • A 115-point audit against the owner's checklist, and a rollback kept until sign-off

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