Turn Client Documents Into Complete CRM Records, With Zero Typing
Uploaded documents are read, extracted, and written straight into the CRM — no one on the team re-keys a single field.
The outcome
- Removed manual data entry entirely from the intake process, freeing staff time previously spent on copy-paste work
- CRM records are now updated the moment a document arrives, keeping the CRM continuously current
- Established a built-in audit log, giving the team full visibility and traceability without extra admin effort
For a mortgage broker handling ID documents, payslips, and bank statements, or a financial adviser processing fact-finds, this is the same manual re-keying done dozens of times a week — turned into something that happens the instant the file lands, with a compliant audit trail built in.
The problem
The client, a consulting firm, was manually reading every uploaded intake document and copying contact details by hand into the CRM — a slow process prone to error and delay that pulled staff away from higher-value work.
What we built
- Built an automation that continuously watches a designated intake folder on the shared drive for new PDF uploads
- Automatically downloads each new PDF as soon as it lands in the folder
- Uses AI to extract key fields (name, email, phone, and other relevant details) directly from the document
- Creates a new CRM contact or updates an existing record instantly based on the extracted data
- Logs every extraction to a spreadsheet to maintain a full audit trail
Tools used
Built around the tools the client already used, documented and handed over so their team owns it.
Get this result
Tell us your main workflow pain point. We will outline the fix on a short call.