Intelligent CRM with OCR and auto sync.
Auto-read incoming items, structure, validate before injection, sync to Sellsy. No manual re-entry.
context
A sector where docs are never a detail.
Sector
Funeral services: critical documents, high sensitivity, short time-to-respond.
Documents
Invoices, contracts, client records. All come in as PDFs or scans.
Fragmentation
Disconnected tools. Data lost between inbox, CRM and billing.
the challenge
Remove friction of entry and dispersion.
Manual entry
Hours wasted recopying PDF content. High error risk.
Disconnected tools
CRM, mail, Sellsy. No sync. Triple entry common.
Untraceable documents
When looking for a critical document, 20 minutes lost each time.
the solution
A CRM chain augmented by AI.
Four orchestrated steps: read, verify, sync, archive. Human keeps the call on ambiguous.
Gemini OCR
Reading incoming items (invoices, contracts). Structured field extraction.
Validation
Auto verification + human flag on ambiguous cases. No raw injection.
Sellsy sync
Direct push to Sellsy once validated. No more re-entry.
Document routing
Each item archived in the right place with proper tags. Instantly findable.
results
Less wasted time, more reliability.
Time reduced
Hours saved weekly on data entry. The team focuses on clients.
Data reliable
Systematic validation + traceability. No more silent errors.
0 re-entry
On the covered flow, no more double entry between mail, CRM and Sellsy.
lessons
What this project reminds us.
Modern OCR (Gemini) reads better than legacy. But human validation remains crucial.
Syncing an existing CRM > rebuilding. Sellsy stays source of truth, AI feeds it.
An agent that politely fails and alerts a human > a silently wrong agent.
Document routing is underrated. It's what makes the system daily-usable.
0 re-entry isn't a slogan: it's the success metric for this type of project.
Too much entry, not enough reliability?
30 minutes to qualify your CRM flow.