Client details that keep themselves up to date

Clients tell you things in passing: a new address, a new VAT number. An agent now reads their emails and post, spots what changed, and proposes the update — with nothing saved until someone approves it.

Client records go stale in a very specific way. Nobody fails to update them out of negligence — the change arrives in the third paragraph of an email about something else, gets noted mentally, and the moment passes.

Reading what already arrives

Every email and letter is read into the client's notes, and an agent looks at what comes in for details that have changed: an address, a VAT registration, a trading name.

The discrimination that makes this usable is knowing what is not a client detail. A forwarded supplier invoice is full of an address and a VAT number belonging to somebody else entirely, and an agent that cannot tell the difference generates noise until people switch it off.

Nothing changes until you approve

Proposed changes queue for approval showing three things: what the record says now, what it would say, and why — the sentence in the client's own email that prompted it. You can tidy the wording before it saves.

Approve it and the change goes onto the record with an audit trail. Reject it and nothing happens. The agent never writes to a client record on its own, which is the property that makes it safe to leave running.

Turning it on

Agents → New agent → "Keep client details up to date". One click, and it works through the clients you point it at.