CRM Data Entry
A discovery call ends at 2:40 on a Tuesday, and nothing about it reaches the record. This agent reads the calls, email threads, and form fills you're already generating, and writes what was actually said onto the deal — the contact, the stage, the next step — with the sentence it drew each value from stamped beside it. It never marks a deal won or lost. That one stays yours.
Yours outright — no required subscription.
Every agent is built for your business — your systems, your approval chain, your way of working. We scope it on the call.
If this sounds too technical, don't worry. We take care of everything for you.
- Private VPS deployment. This agent runs on a server that belongs to you, not a shared cloud tenant. Your pipeline, your contacts, and your call transcripts stay on your own box.
- A technician agent alongside it. Every hire ships as a pair: the CRM Data Entry Agent doing the logging, and a VPS-technician agent that lives on the same box and keeps it healthy — patched, backed up, monitored. You're not hiring one thing, you're hiring a small team of two.
- Communication channel connection. Wired into where the selling actually happens — your call recordings, your email threads, your web form — so nobody has to forward anything to it or remember to copy it in.
- Field-level sourcing on every write. Each value it writes carries a stamped note on the record: the call and time, the thread, or the form submission it read, the exact sentence the value came from, and what was in that field before.
- Duplicate pairs flagged, not merged. The same person arrives as a form fill, a work-email signature, and a phone number punctuated three ways. It surfaces the suspected pairs with both records intact and leaves the merge to a human, because a bad merge eats history quietly.
- Security hardening. Private VPN, firewall, and encryption configured on your server before it reads a single call.
- A live walkthrough of both agents, plus 14 days of priority support after launch, to tune it against how your team actually talks about deals.
Not sure it fits? Check fit in 90 seconds in the free assessment chat.
Who this is for
- You're the one creating the contact at 10pm, because the lead came in through the site form, a DM, and a referral texted to your cell, and nobody else is going to do it tonight.
- You have estimators or reps out on site visits all week and the notes live on a clipboard in the truck, so the record reads "last activity six weeks ago" on a job you quoted Tuesday.
- Your Monday pipeline meeting is the real data-entry session: you go down the board asking where's this at, and the answers come back from memory.
- You've had someone give two weeks' notice with twenty open deals, and found out the handoff was one paragraph because the notes on those accounts stop in April.
How it earns trust
The failure mode of AI in CRM work isn't that it gets a field wrong — people get fields wrong every week. It's that a filled-in field looks authoritative, so nobody goes back and checks it. This agent takes the opposite bet: every value it writes can be traced to the sentence it came from.
Every field carries its source
The check is short. Open any deal that changed, read the quoted line the agent stamped on the field, and play the twenty seconds of the call it came from. If the quote doesn't support the value, you've caught it.
The old value stays readable
Nothing is overwritten silently. A bumped close date or a moved stage sits next to what was there before, so a change is something you diff on purpose, not something you discover a quarter later.
A weekly digest of what it didn't write
It lists the calls it couldn't match to a record, the fields it left blank because the language was hedged, and the contacts it flagged as possible duplicates. Silence never means clean — a blank field is a reported decision, so you can tell "it read this and found nothing" from "it never saw it."
How much of the logging this actually takes off your team depends on how much of your selling happens in channels it can see, and we'll size that with you on the call rather than promise a number up front.
Pairs well with
These share a workflow with this role. Tick any to add them to your setup.
My pipeline is a work of fiction. Half these deals have a close date from March. What actually changes?
The record stops depending on somebody remembering to log it. The agent reads the calls, emails, and form fills you already produce and updates the contact, the stage, and the next step from what was said in them. Where the language was conditional — "we're hoping to move on this after the holidays" is not a close date — it leaves the field blank and reports the blank, rather than manufacturing a number that reads as certain. Typically about seven days from kickoff to it working your real pipeline.
Nobody logs anything unless I'm standing over them. Do my reps have to change how they work?
No. It reads what they already generate; it doesn't ask them to fill anything in. The honest limit is that it only knows the channels it's wired into. If a deal moved because you got a text on your cell or had a hallway conversation at a job site, that's invisible to it, and a record that looks current can still be missing the thing that mattered this week.
We've got the same guy in there four times. Will it clean that up?
It will find them. It will not merge them. Suspected duplicates get flagged as a pair with both records left intact, for a person to combine. That's deliberate: an extra duplicate is annoying and reversible, but fusing two different Smiths at the same company is quiet and it eats history. It's tuned to over-flag rather than under-flag, so expect some pairs that turn out to be two real people.
Does it move deals to closed-won on its own?
No. Closed-won and closed-lost touch revenue, commission, and what you tell your bank, so those are drafted and flagged for a human to confirm. It also never contacts anyone — it reads the calls, emails, and form fills you're already generating, and it does not reply, send, text, or join a thread. And it never writes a field from inference alone: if no call, email, or form actually said it, the field stays empty and the empty field is reported.
I'm paying for a CRM and we still run the real pipeline out of a spreadsheet. Does that disqualify me?
No, and it's a common answer. It works against the system your team actually lives in, whichever one that is. If that's a spreadsheet today, say so on the call — it changes the build less than you'd think, and it's better to point the agent at the real record than the one you're paying for.
What's covered under the $1,997 setup, and what isn't?
One company, one system of record, one approval chain — scoped on a free 15-minute call. You own the server, the code, and the keys; we keep the playbook we used to build it. Multiple sales orgs with genuinely different stage definitions, or two systems of record you want kept in sync, is a scoped conversation rather than a price adjustment.
Hiring more than one? A department on tap — the subscription puts a build team behind every request, agent after agent.