Automating Contact Management Across 5 Systems with Agentic AI
Automating Contact Management Across 5 Systems with Agentic AI
3 min read
A prominent marketing automation firm, serving thousands of campaigns monthly across real estate, healthcare, and education, was facing major operational friction due to fragmented contact update processes. These changes were initiated via email and had to be executed manually across several systems including Odoo, TAPClicks, TCC, and Gmail.
To tackle this, the company partnered with Beam AI to deploy a purpose-built agentic solution that could read, classify, and execute contact updates across all platforms with zero human involvement.
The Challenge
Managing contact updates across different departments and systems was:
Time-Consuming: Even a single request involved 10–15 steps across tools like Gmail, Odoo, and TAPClicks.
Error-Prone: Manual entry led to frequent inconsistencies in contact details across systems.
Hard to Scale: With 50–100 such updates per week, the manual workflows were unsustainable.
The Beam AI Solution: Contact Agent Processor (CAP)
Beam deployed an intelligent agent called Contact Agent Processor (CAP), a fully autonomous AI agent designed to orchestrate contact updates from email to execution across five platforms.
CAP Workflow Highlights
Step | System | Action |
1. | Gmail | Triggered on new mail sent to |
2. | GPT Tool | Classifies update as add, remove, or modify. Extracts: name, role, job title, email, phone. |
3. | Odoo | Submits a new contact update project, fills structured project/task forms, assigns team member, and updates customer contact records. |
4. | TAPClicks | Updates recipient list in active weekly/monthly report schedules. |
5. | TCC | Modifies lead summary & notification emails in Company Settings and Spotlight Live Chat. |
6. | Gmail | Sends confirmation reply to requestor after all updates succeed. |
⚙️ Built using Beam’s AgentOS stack with support for triggers, tools, integrations, and graph logic control.
Supporting Agent Infrastructure
Each arrow represents an automated decision, transformation, or integration managed by the CAP agent.
System Integration Overview
System | Modules Touched | Actions Performed |
|---|---|---|
Odoo | Projects, Tasks, Customer | Creates update tasks, adds/edits/deletes contacts |
TAPClicks | Report Scheduler | Edits recipients for active client reports |
TCC | Company Settings | Adds/removes/updates email fields for lead summaries & notifications |
Gmail (via Gmelius) | Inbox, Labels | Auto-labeling, replying, and task creation |
AgentOS | Tools, Graph, Memory | Controls stepwise execution and memory of previous updates |
Performance Metrics
KPI | Before Beam | After Beam |
|---|---|---|
Contact Update Time | 25–30 mins | <2 mins |
Email Response Time | 6+ hours | <30 secs |
Update Consistency Rate | ~78% | 99.5% |
Manual Involvement | 100% | <5% |
Weekly Update Capacity | 40–60 requests | 250+ handled autonomously |
Example Agent Outputs
Input | Output |
|---|---|
Email: "Please add Jane Doe as marketing contact for ACME Group." | Added Jane Doe to Odoo, TAPClicks, TCC with email & role; confirmation sent. |
Email: "Remove Sam Green from weekly reports." | Removed Sam Green from TAPClicks & TCC notification panels. |
Results & Impact
85–90% of all contact workflows now fully automated
<2-minute end-to-end task resolution
Reduced SLA violations due to missed updates
Zero touch escalation for complex updates (rare)
Looking Ahead
The client plans to extend Beam AI’s agentic framework to:
Automate lead routing based on job title and department
Monitor contact bounce rates and trigger auto-removal
Generate analytics reports on contact update patterns
Conclusion
This case study illustrates how Beam AI’s Contact Agent Processor (CAP) agent drastically improved internal workflows at a fast-moving martech firm. By automating multi-system updates based on natural-language emails, Beam eliminated operational delays and reduced cognitive load for the customer success team.
The result: a scalable, zero-friction contact management layer that runs quietly in the background, empowering human teams to focus on what matters.
A prominent marketing automation firm, serving thousands of campaigns monthly across real estate, healthcare, and education, was facing major operational friction due to fragmented contact update processes. These changes were initiated via email and had to be executed manually across several systems including Odoo, TAPClicks, TCC, and Gmail.
To tackle this, the company partnered with Beam AI to deploy a purpose-built agentic solution that could read, classify, and execute contact updates across all platforms with zero human involvement.
The Challenge
Managing contact updates across different departments and systems was:
Time-Consuming: Even a single request involved 10–15 steps across tools like Gmail, Odoo, and TAPClicks.
Error-Prone: Manual entry led to frequent inconsistencies in contact details across systems.
Hard to Scale: With 50–100 such updates per week, the manual workflows were unsustainable.
The Beam AI Solution: Contact Agent Processor (CAP)
Beam deployed an intelligent agent called Contact Agent Processor (CAP), a fully autonomous AI agent designed to orchestrate contact updates from email to execution across five platforms.
CAP Workflow Highlights
Step | System | Action |
1. | Gmail | Triggered on new mail sent to |
2. | GPT Tool | Classifies update as add, remove, or modify. Extracts: name, role, job title, email, phone. |
3. | Odoo | Submits a new contact update project, fills structured project/task forms, assigns team member, and updates customer contact records. |
4. | TAPClicks | Updates recipient list in active weekly/monthly report schedules. |
5. | TCC | Modifies lead summary & notification emails in Company Settings and Spotlight Live Chat. |
6. | Gmail | Sends confirmation reply to requestor after all updates succeed. |
⚙️ Built using Beam’s AgentOS stack with support for triggers, tools, integrations, and graph logic control.
Supporting Agent Infrastructure
Each arrow represents an automated decision, transformation, or integration managed by the CAP agent.
System Integration Overview
System | Modules Touched | Actions Performed |
|---|---|---|
Odoo | Projects, Tasks, Customer | Creates update tasks, adds/edits/deletes contacts |
TAPClicks | Report Scheduler | Edits recipients for active client reports |
TCC | Company Settings | Adds/removes/updates email fields for lead summaries & notifications |
Gmail (via Gmelius) | Inbox, Labels | Auto-labeling, replying, and task creation |
AgentOS | Tools, Graph, Memory | Controls stepwise execution and memory of previous updates |
Performance Metrics
KPI | Before Beam | After Beam |
|---|---|---|
Contact Update Time | 25–30 mins | <2 mins |
Email Response Time | 6+ hours | <30 secs |
Update Consistency Rate | ~78% | 99.5% |
Manual Involvement | 100% | <5% |
Weekly Update Capacity | 40–60 requests | 250+ handled autonomously |
Example Agent Outputs
Input | Output |
|---|---|
Email: "Please add Jane Doe as marketing contact for ACME Group." | Added Jane Doe to Odoo, TAPClicks, TCC with email & role; confirmation sent. |
Email: "Remove Sam Green from weekly reports." | Removed Sam Green from TAPClicks & TCC notification panels. |
Results & Impact
85–90% of all contact workflows now fully automated
<2-minute end-to-end task resolution
Reduced SLA violations due to missed updates
Zero touch escalation for complex updates (rare)
Looking Ahead
The client plans to extend Beam AI’s agentic framework to:
Automate lead routing based on job title and department
Monitor contact bounce rates and trigger auto-removal
Generate analytics reports on contact update patterns
Conclusion
This case study illustrates how Beam AI’s Contact Agent Processor (CAP) agent drastically improved internal workflows at a fast-moving martech firm. By automating multi-system updates based on natural-language emails, Beam eliminated operational delays and reduced cognitive load for the customer success team.
The result: a scalable, zero-friction contact management layer that runs quietly in the background, empowering human teams to focus on what matters.
A prominent marketing automation firm, serving thousands of campaigns monthly across real estate, healthcare, and education, was facing major operational friction due to fragmented contact update processes. These changes were initiated via email and had to be executed manually across several systems including Odoo, TAPClicks, TCC, and Gmail.
To tackle this, the company partnered with Beam AI to deploy a purpose-built agentic solution that could read, classify, and execute contact updates across all platforms with zero human involvement.
The Challenge
Managing contact updates across different departments and systems was:
Time-Consuming: Even a single request involved 10–15 steps across tools like Gmail, Odoo, and TAPClicks.
Error-Prone: Manual entry led to frequent inconsistencies in contact details across systems.
Hard to Scale: With 50–100 such updates per week, the manual workflows were unsustainable.
The Beam AI Solution: Contact Agent Processor (CAP)
Beam deployed an intelligent agent called Contact Agent Processor (CAP), a fully autonomous AI agent designed to orchestrate contact updates from email to execution across five platforms.
CAP Workflow Highlights
Step | System | Action |
1. | Gmail | Triggered on new mail sent to |
2. | GPT Tool | Classifies update as add, remove, or modify. Extracts: name, role, job title, email, phone. |
3. | Odoo | Submits a new contact update project, fills structured project/task forms, assigns team member, and updates customer contact records. |
4. | TAPClicks | Updates recipient list in active weekly/monthly report schedules. |
5. | TCC | Modifies lead summary & notification emails in Company Settings and Spotlight Live Chat. |
6. | Gmail | Sends confirmation reply to requestor after all updates succeed. |
⚙️ Built using Beam’s AgentOS stack with support for triggers, tools, integrations, and graph logic control.
Supporting Agent Infrastructure
Each arrow represents an automated decision, transformation, or integration managed by the CAP agent.
System Integration Overview
System | Modules Touched | Actions Performed |
|---|---|---|
Odoo | Projects, Tasks, Customer | Creates update tasks, adds/edits/deletes contacts |
TAPClicks | Report Scheduler | Edits recipients for active client reports |
TCC | Company Settings | Adds/removes/updates email fields for lead summaries & notifications |
Gmail (via Gmelius) | Inbox, Labels | Auto-labeling, replying, and task creation |
AgentOS | Tools, Graph, Memory | Controls stepwise execution and memory of previous updates |
Performance Metrics
KPI | Before Beam | After Beam |
|---|---|---|
Contact Update Time | 25–30 mins | <2 mins |
Email Response Time | 6+ hours | <30 secs |
Update Consistency Rate | ~78% | 99.5% |
Manual Involvement | 100% | <5% |
Weekly Update Capacity | 40–60 requests | 250+ handled autonomously |
Example Agent Outputs
Input | Output |
|---|---|
Email: "Please add Jane Doe as marketing contact for ACME Group." | Added Jane Doe to Odoo, TAPClicks, TCC with email & role; confirmation sent. |
Email: "Remove Sam Green from weekly reports." | Removed Sam Green from TAPClicks & TCC notification panels. |
Results & Impact
85–90% of all contact workflows now fully automated
<2-minute end-to-end task resolution
Reduced SLA violations due to missed updates
Zero touch escalation for complex updates (rare)
Looking Ahead
The client plans to extend Beam AI’s agentic framework to:
Automate lead routing based on job title and department
Monitor contact bounce rates and trigger auto-removal
Generate analytics reports on contact update patterns
Conclusion
This case study illustrates how Beam AI’s Contact Agent Processor (CAP) agent drastically improved internal workflows at a fast-moving martech firm. By automating multi-system updates based on natural-language emails, Beam eliminated operational delays and reduced cognitive load for the customer success team.
The result: a scalable, zero-friction contact management layer that runs quietly in the background, empowering human teams to focus on what matters.
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Join our platform and start building AI agents for various types of automations.
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Start building AI agents to automate processes
Join our platform and start building AI agents for various types of automations.