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Agent library / Marketing and referrals / Mailing list sync

Mailing list sync

PitCrew compares your newsletter list with your CRM, lists who should be added and who should come off, such as former clients and people who opted out, and updates the list once your team approves.

When it runsBefore each send, or monthly
Who approvesMarketing
Works withCRM, your email marketing tool
Get in touchDescribe your version of this task

How it works

4 steps. Nothing is written or sent until step 3.

  1. Reads both listsThe newsletter list and the CRM
  2. Finds the differencesNew clients missing, former clients still on it, opt-outs
  3. A person approvesMarketing approvesEach addition and removal
  4. Updates the listOr prepares the file to import

What it reads and what it produces

Reads

  • Your newsletter list
  • Client and contact status in the CRM
  • Opt-outs

Produces

  • A list of additions and removals with the reason
  • An updated list

Rules it follows

  • Respects opt-outsAnyone who opted out is never added back.
  • Never sendsIt updates the list. Your team sends the newsletter.

Questions firms ask

Last updated: October 2026

Why does this matter?

Lists exported by hand go stale. Former clients keep getting the newsletter and new clients are missed.

How long does it take to set up?

5 working days from data access to the first production run. PitCrew experts connect your systems and enter your firm's rules.

More in Marketing and referrals

See all of Marketing and referrals →

Marketing and social media reviewChecks posts, newsletters, presentations and web copy against your marketing policy and the SEC Marketing Rule before they go out.Referral source trackingRecords who referred each new prospect and shows which clients and partners send you business.Referral partner updatesDrafts regular updates to the CPAs and attorneys who refer clients, and reminds advisors who is due a call.Event and seminar follow-upLogs every event guest in the CRM and drafts a follow-up for each one within days.Newsletter and commentary draftsDrafts the monthly newsletter and market notes from your team's points, ready for compliance review.
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