Organization · June 23, 2026

A CRM that builds itself

Keeping an up-to-date contact list is work. You jot the electrician’s number on paper, the accountant’s email is buried in an old message, the doctor’s address is in a business card photo.

CleverNote eliminates this fragmentation by automatically extracting entities from everything you capture. The “CRM” builds itself as you use the system.

What is an entity

In CleverNote, an entity is any person or organization mentioned in your notes. It could be:

• A person: “Dr. Ana Lima, cardiologist”
• A service provider: “Smith Electric, license #12345”
• A supplier company: “Central Supermarket”
• A colleague or family member: “Peter, architect, recommended by Maria”

Each entity gets a record with name, category, emails, phones and address extracted from notes where it appears.

How extraction works

When a note goes through Tier-2 enrichment, the AI searches for mentions of people and organizations. For each mention found:

1. Extracts name, role/category and contact info present in the note
2. Checks if a similar entity already exists in the archive (deduplication by name similarity and context)
3. If it exists, links the mention to the existing record and enriches with new information
4. If not, creates a new record

The result appears automatically in the People & Services section.

What you see in an entity profile

Clicking on an entity shows:

• Name and category: “Peter Oliveira, Architecture”
• Logo: inferred from the website or email domain (via Google favicon)
• Contacts: all emails, phones and addresses found in notes
• Total expenses: sum of expenses whose merchant matches this entity’s name (or an alias)
• Related notes: all notes where this person or company appears, in chronological order
• Aliases: alternative names you used for this entity

Deduplication and merging

Over time, you may accumulate duplicate records for the same person (especially with name variations: “Carlos,” “Carlos Silva,” “Carlos S.”).

CleverNote detects the duplicate pairs. When confidence is very high, the merge happens automatically. For the uncertain cases, it shows a review indicator so you can approve or dismiss. Either way:

• One record stays as primary (you choose in the review cases)
• The other becomes an alias of the primary
• All mentions are automatically redirected
• No information is lost

Use case: managing service providers

Electrician, plumber, painter, housekeeper: you rarely remember the number of who you called last time. With CleverNote:

1. On the first visit, you note “Mark Turner, plumber, (555) 123-4567, $280, faucet replacement”
2. The entity “Mark Turner” is created with category “Plumber” and the contact
3. The $280 expense is linked to the record
4. Next time, you ask: “who’s the plumber that serviced me?” and get the contact directly

No contacts app, no spreadsheet, no lost paper.

See also: Entity-scoped chat, Finance dashboard, Correcting AI extractions