Administrative Intelligence
OCR helps teams capture referral contacts, partner relationships, and networking leads quickly by converting business cards into structured CRM data with human review before saving.
Sales teams and leadership frequently meet referrers, healthcare professionals, vendors, and community partners. Manually entering business cards into CRM is slow and often skipped. OCR turns that offline relationship into structured CRM data.
Upload or scan a business card image.
OCR extracts contact and organization fields.
User confirms extracted data and resolves uncertain fields.
Save as referrer contact, organization contact, or CRM contact.
flowchart TD
A[Scan / Upload Business Card] --> B[Image Cleanup]
B --> C[OCR Extraction]
C --> D[Field Classification]
D --> E[Duplicate Search]
E --> F{Existing Record?}
F -->|Yes| G[Suggest Update / Link]
F -->|No| H[Suggest New Contact]
G --> I[Human Review]
H --> I
I --> J{User Decision}
J -->|Approve| K[Create / Update CRM Record]
J -->|Edit| L[Correct Fields then Save]
J -->|Dismiss| M[Discard / Log]
K --> N[Activity Log]
| Field | CRM Use |
|---|---|
| Name | Contact or referrer person name. |
| Title | Professional role context. |
| Company / Organization | Referrer group or organization. |
| Communication and duplicate matching. | |
| Phone | Calling, SMS, and contact matching. |
| Address | Organization/contact location. |
| Website | Optional organization metadata. |
User selects image or takes photo. System shows preview before processing.
Extracted fields appear in editable form with confidence indicators.
If email/phone/company matches an existing record, user can link or update.
User chooses record type: referrer contact, organization, prospect contact, or general contact.
Scenario: A sales director collects 30 business cards at a senior care event.
System behavior: User scans cards, AI extracts contact details, and duplicates are flagged.
Result: Referrer contacts are captured before they are lost in a desk drawer.
Scenario: A hospital contact gives a card and says they refer families weekly.
System behavior: OCR suggests creating a referrer contact under the hospital organization.
Result: Future referral performance can be tracked against the correct source.
Scenario: A business card matches an existing contact but has a new title or phone number.
System behavior: System suggests updating the existing contact instead of creating a duplicate.
Result: Database quality improves while avoiding duplicate records.
| Data Item | Handling |
|---|---|
| Original image | May be stored temporarily or attached based on retention policy. |
| Extracted fields | Saved only after user review/approval. |
| Confidence scores | Used to highlight uncertain fields. |
| Duplicate candidates | Based on email, phone, organization, and name similarity. |
| Audit log | Tracks scanned, reviewed, created, updated, or dismissed action. |
Number of cards scanned per user/property.
Percentage of fields accepted without edit.
Existing records updated instead of duplicated.
Increase in tracked referral contacts.