0
%
Reduction in vCard creation time
16
%
Increase in contact processing coverage
$
10
B+
AUM of the private equity firm served
50% Faster, Cleaner Records: An AI-Powered Contact Creation Agent for a $20B+ PE Firm
About the Client
A private equity firm streamlining contact creation across CRM and outreach workflows
A private equity firm with $20B+ in assets under management engaged TresVista to streamline the creation of contact records from unstructured sources such as business cards and email signatures, with the goal of improving efficiency, accuracy, and consistency while reducing the manual effort involved in maintaining contact databases.
Business Challenge
Four barriers to fast, reliable contact creation
1. Repetitive manual effort
Manual vCard creation from unstructured inputs required significant time and repetitive effort, with no standardized process to accelerate the work
2. Formatting and data quality risk
The process was susceptible to missing fields, duplicate contacts, and inconsistent formatting, undermining the reliability of the resulting contact records
3. Manual review and entry burden
Contact information had to be manually reviewed, extracted, and entered into standardized formats, adding a time-intensive step to every new contact created
4. Scalability under growing volumes
Growing contact volumes created a need for a more scalable and reliable workflow that could keep pace without proportional increases in manual effort
Strategic Approach
TresVista's Solution: A Gemini-powered Contact Automation Agent using OCR and AI-driven field extraction
TresVista designed and deployed a Contact Automation Agent leveraging Gemini, combining OCR-based extraction with AI-driven field mapping to generate standardized, Outlook-compatible vCard’s directly from unstructured contact sources.
01
OCR-based contact extraction
TresVista used a Gemini-based agent to extract contact details from unstructured content, including business cards and email signatures, automating the initial data capture phase
02
Automated field mapping
Extracted information was automatically mapped into standardized contact fields, removing the need for manual review and entry for each new contact
03
Outlook-compatible vCard generation
The agent generated Outlook-compatible .vcf files for direct import and sharing, enabling contacts to move seamlessly from source document to CRM-ready record
04
Standardization for speed and consistency
TresVista used the automated workflow to standardize contact creation across the firm, improving speed, consistency, and data quality relative to the prior manual process
TresVista Impact
Faster contact creation. Cleaner records. Higher coverage.
Before
100%
Baseline Effort
After
50%
Of Baseline Effort
18%
less time
~50% Reduction in vCard creation time
Reinvested in higher-value outreach and relationship management.
Outcome
- Reduced end-to-end vCard creation time by approximately 50%, significantly accelerating the conversion of raw contact sources into usable records
- Improved turnaround time for converting contact information into CRM-ready records, supporting faster downstream outreach
- Reduced errors, missing information, and formatting inconsistencies through standardized field extraction
- Enabled bulk processing of contact records, supporting higher-volume workflows without added manual strain
- Improved user experience through direct generation of Outlook-compatible vCard files, removing manual conversion steps
- ncreased contact processing coverage by approximately 5%, expanding the share of incoming contacts captured and standardized
Tools & Technologies
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