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Reconcile Client Answers Against What AI Found

Clients mistype dates, transpose policy numbers, and shorten company names — and once they've typed something, the AI used to go quiet. The folio's job was to capture what the client said, even if the source document said something else. AI Value Reconcile changes that. The AI still reads every document, but its discovery lives in a parallel slot alongside the client's answer. When the two disagree on a field, the folio detail view flags the mismatch inline so you can verify, correct, and resync before the data hits your CRM.

Folio detail — an AI field showing the client's answer alongside what the AI found in the source documents, with a one-click action to accept the AI value.

Why Use This?

Catch client typos against the source documents

Before, the AI would only fill an empty field — the moment a client typed anything, AI extraction stopped writing for that field. A typo against the policy PDF or the bank statement was invisible until somebody noticed it manually. Now the AI extracts every data-entry field every time, and stores its answer in a separate value_ai slot. If the client typed a date that doesn't match the document, you see both side by side.

Client intent stays the source of truth

The client's answer is never overwritten. AI evidence sits next to it as a second opinion, not a replacement. You decide per field whether to accept the AI value with one click, edit the client's answer manually, or leave it as is — the client's typed value remains the value you'd export, send to a CRM, or merge into a document.

One-click reconcile when you spot a mismatch

Each AI field with a difference shows a small mismatch indicator listing the AI's value and a Use AI value action. Clicking it copies the AI's discovery into the field — the mismatch indicator disappears and the field is yours to send onward. No copy-paste, no opening the source document to re-type.

The Sync button only fires when there's actually something new

The Sync to CRM button is now gated on section freshness. Once everything has been pushed to your CRM, the button goes quiet — no more wondering whether your last click actually changed anything. Edit a field, add a file that re-runs extraction, or accept an AI value, and the button becomes active again because there's a real change to send.

One confirmation, one shot, everything that's pending

Clicking Sync opens a confirmation dialog that names your CRM and lists exactly what's about to be sent — field data per section plus any document summaries that haven't been pushed yet. That second bullet matters most when your account has CRM auto-sync turned off: synopses from the AI Reader queue up locally, and the manual Sync is now the moment they all go out. No need to hunt them down per file.

The Sync confirmation dialog names your CRM and itemises what will be sent — sections of field data plus any unsynced document summaries.

Works on every existing folio without a migration

Historical folios that never carried an AI value see no change — fields with only a client value behave exactly as they always have. The reconcile flow only surfaces on fields where the AI actually found something different to record, so the UI stays clean for folios that don't need it.

How It Works

1. Upload documents as usual

Drop files into a folio section via the client portal, the manager upload modal, or by email. The AI Reader parses each file and AI extraction runs across the section's data-entry fields — the same flow you already use.

2. AI writes its answer to a separate slot

For each field, the AI records what it found in the documents, independently of whether the client already typed a value. If the client's answer and the AI's answer match, nothing visible changes — the field looks ordinary. If they differ, the field picks up a mismatch indicator.

3. Review the mismatch on the folio detail view

The mismatch indicator shows the AI's value beneath the field with the source filename. You can:

  • Click Use AI value to copy the AI's answer into the field
  • Click Edit to type a corrected value manually
  • Leave it alone if the client's answer is the one you want — the AI's value stays on record but doesn't drive display, export, or sync

4. Push reconciled answers to your CRM

When you're satisfied with the section's values, click Sync to CRM. A confirmation dialog names your CRM and lists what's about to be sent — sections of field data plus any document summaries that haven't already gone out. Confirm to send everything at once. After the sync runs, the section is marked fresh and the button goes inactive until something changes again.

Configuration

There's nothing to configure. AI Value Reconcile is on automatically for every account that uses AI extraction. Re-running extraction (uploading a new file, or editing the template's AI prompt and re-uploading) refreshes the AI value for every field in the section.

Setting What it controls
AI Value Reconcile On by default whenever AI extraction is enabled for the account

Tips

  • Pay attention to mismatches on high-stakes fields. Dates of birth, policy numbers, transfer amounts, and account references are where typos hurt most. A mismatch indicator on those fields is worth thirty seconds of verification against the source document before you sync.
  • Editing a field clears the mismatch indicator. Once you've corrected the client's answer manually, the indicator disappears — even if your edit differs from both the original client value and the AI's value. The folio trusts your latest decision.
  • An inactive Sync button is the "all good" signal. If you've made changes and the button is still inactive, it means those changes are on a section that doesn't sync to a CRM field — or the changes were already pushed automatically by an earlier sync.
  • Re-runs reflect the latest discovery. If the AI couldn't find a value on the first pass and you add a clarifying document later, the new run replaces the previous AI answer — including clearing it back to nothing if the new run can't find it either. You won't see stale AI suggestions sitting alongside fresh evidence.