CRM & Operations Agent
Let information move without the copy-and-paste.
Your CRM & Operations Agent reads what arrives—emails, forms, documents, call notes—extracts what matters, updates the right systems, creates the tasks and asks a person whenever something doesn't fit the rules.
Free 30-minute consultation · No obligation · Built around your workflow
Works across
- CRM
- Google Sheets
- Slack
- Custom API
Email attachment received
Data extracted
CRM updated
Task created
Team-chat notification sent
Exception sent for approval
Every read, write and decision is logged with its source.
What it can do
What the CRM & Operations Agent can do
Email and document extraction
Reads purchase orders, forms, contracts and invoices arriving by email and pulls out the fields your systems need.
Call and meeting summaries
Turns a call recording or meeting notes into a structured summary: requirements, budget, concerns, agreed actions.
CRM updates
Creates and updates contacts, companies, deals and stages with the extracted data, without anyone retyping it.
Spreadsheet and database updates
Appends and updates rows in the sheets and tables your team still relies on, keeping them consistent with the CRM.
Task creation
Creates the follow-up tasks a document or call implies, assigns them to the right person and sets the due date.
Team notifications
Posts a short, useful message in your team chat when something happens that a person should know about.
Exceptions for approval
When a value is missing, unusual or breaks a rule, the agent stops and asks a named person to approve, correct or reject.
Cross-system synchronisation
Keeps the same fact identical in the CRM, the spreadsheet and the accounting or booking system.
Drafts for approval
Drafts the email a call or document calls for—confirmation, proposal cover note, request for missing details—for a person to approve and send.
Digests and reports
Sends a daily or weekly digest of what was processed, what's pending approval and what failed.
Approvals in chat
Approve, correct or reject an exception directly from your team chat or email, without opening another system.
Audit log
Records every read, write and decision with a timestamp and the source, so any change can be traced back.
Example workflow
A discovery call becomes a CRM update, two tasks and an email ready to send
What your team sees
Call recording → CRM → Team chatWhat the agent does in the background
Familiar business steps, not technical nodes.
Extracted the essentials from the transcript
Requirements, locations, budget range, concerns, agreed actions and dates.
Updated the opportunity
Stage, close date, budget, concerns and the summary as a note.
Created two tasks
Assigned to Ana and Luis with due dates taken from the call.
Drafted the promised email
Sent to Ana for approval; edited once, then sent from her mailbox.
Posted to the sales channel
One message: what was agreed, what's pending, who owns it.
Checked the pricing rule
Weekend coverage has a minimum monthly value; the discussed budget is below it.
Raised the exception
Ana decides whether to adjust scope or price before the proposal goes out.
Systems it can use
Connected to the tools your team already uses
Email
CRM
- HubSpot
- Salesforce
- Pipedrive
Data
- Google Sheets
- Airtable
- Document storage (Google Drive, SharePoint)
Team chat
- Slack
- Microsoft Teams
Custom
- Accounting and ERP systems (via API)
- Custom API
Good to know before you start
- Requires API access to each connected system with the appropriate permissions. We use the minimum permissions needed and document them.
- Extraction accuracy depends on the quality and consistency of incoming documents. Uncertain fields and rule breaches are routed to a person rather than written automatically.
- Third-party systems may charge for API usage or additional user seats; these are billed separately.
Human control and escalation
Automated where it helps. Human where it matters.
Permissions per action
Each system connection has the minimum permissions needed. What the agent may read, create and update is listed explicitly and can be narrowed at any time.
Approval for exceptions
Missing fields, unusual values and anything outside your rules stop the workflow and wait for a named person. Nothing is forced through.
Create and update, never delete
The agent adds and updates records. Deleting or overwriting verified data always needs a person.
Confidence on every extraction
Each extracted field carries a confidence level and its source. Low-confidence fields are highlighted for review instead of written silently.
Full audit trail
Every read, write and decision is logged with time, source and outcome, so any record can be traced back to the email or call it came from.
Industry use cases
Where the CRM & Operations agent earns its place
Real Estate
Listing intake and reservation forms
Extracts property details and reservation terms from forms and emails, updates the CRM and portal sheets, and flags missing documents.
Listings live without retyping
Explore Real EstateFinancial Services
Document intake and checklists
Checks incoming documents against the required list, updates the case record and asks the client for what's missing—no decisions made.
Complete files reach advisers
Explore Financial ServicesAutomotive
Service records and parts orders
Turns job sheets and supplier confirmations into system updates and tasks, and flags price or delivery mismatches.
Workshop admin done the same day
Explore AutomotiveProfessional Services
Engagement letters and time entries
Extracts scope, fees and dates from signed letters, opens the matter in your systems and creates the kick-off tasks.
Matters opened consistently
Explore Professional ServiceseCommerce
Supplier orders and returns processing
Reads supplier confirmations and return requests, updates stock and order systems, and routes exceptions such as short shipments.
Fewer stock surprises
Explore eCommerceHome Services
Job sheets to invoices
Turns completed job notes and photos into CRM updates and draft invoices for approval, with parts and hours extracted.
Invoices out the day the job ends
Explore Home Services
Implementation
From first call to working agent, in four stages
- Stage 1
Map the process
We follow one process end to end—where information arrives, who copies it where, what can go wrong—and agree the rules and exceptions.
- Stage 2
Build and connect
We build the workflow, connect each system with minimum permissions and define exactly what the agent may read, create and update.
- Stage 3
Run in parallel
The agent runs alongside your manual process for a period. You compare results, we correct extraction rules and thresholds.
- Stage 4
Switch over with approvals
The manual step is retired, exceptions route to named people, and a digest keeps everyone informed. We refine on an agreed cadence.
How long does it take?
Simple agents can often be launched quickly once we receive the required content and access. More complex, voice, custom or regulated workflows require additional design and testing. After the discovery call, we provide a clear implementation plan.
Pricing entry point
Where to start: the Business package
Business
Multiple agents and channels, including voice, with custom integrations.
From €3,990 setup + €499/month
- Multiple channels and workflows
- Voice, WhatsApp, email and web
- Custom CRM/API integrations
- Advanced routing and approvals
- Reporting dashboard
- Priority support
Prices are starting points and exclude third-party usage fees such as AI model, WhatsApp, telephony, email, and external software charges. Final pricing depends on workflow complexity, integrations, volume, languages, and support requirements.
FAQ
Common questions, answered honestly.
Common CRMs, spreadsheets, document storage, team chat and email are standard. Accounting, ERP, booking and in-house systems can usually be connected through their API. We confirm feasibility once we've seen the documentation, before you commit.
Every extracted field carries a confidence level. Fields below your threshold are highlighted and sent for review rather than written silently, and anything that breaks a rule stops the workflow and waits for a person. Corrections improve the rules over time.
No. The agent creates and updates records within the permissions you grant. Deleting or overwriting verified data always requires a person, and every write is logged with its source.
Yes. We build operations agents on n8n, an open workflow-automation platform, and use AI models only where judgement is needed—reading a document, summarising a call, classifying an email. You see familiar business labels, not technical nodes, and the workflows remain yours.
Your data stays in your systems; the agent reads and writes through their APIs. Documents and transcripts are processed by the automation platform and AI models we agree with you during scoping, and we document the data flow so your privacy notice can describe it.
An exception appears as a message in your team chat or inbox with the extracted data, the rule it broke and the options: approve, correct or reject. The workflow continues only when a named person responds, and the decision is logged.
That's what we recommend. One clear process—purchase orders, call summaries, document intake—proves the approach, and the same building blocks extend to the next process.
See the CRM & Operations Agent working on your real workflow.
Bring one process or a handful of real conversations to a free 30-minute demo. We'll map how the agent would handle them—and where your team stays in control.
Free 30-minute automation assessment.