Financial Services Meets AI-driven Automation: Contact Sync with aime

The Challenge of Contact Chaos

Client data is the lifeblood of every financial institution. Yet, in many organizations, that information is scattered across disconnected systems: CRMs, a myriad of SaaS products, spreadsheets, emails, and legacy databases that don’t talk to each other. Each update must be entered manually, creating duplication, inconsistency, and risk.

A report from PwC found that process automation in financial services improves efficiency by 30 to 40 percent when data and systems are properly integrated (PwC Financial Services Automation). Still, many firms operate as though synchronization is a “nice to have” rather than a compliance necessity.

When client contact data is out of sync, small details turn into big problems: missed communications, outdated records, or inconsistent disclosures. For regulated industries like banking, those errors can become costly.

What aime Contact Sync Does

The Contact Sync workflow from aime™ keeps every client record aligned across the platforms your team already uses. When a contact is created, modified, or deleted in one system, aime automatically updates every connected system, ensuring consistency and eliminating redundant effort.

Here’s how it works:

1. A new contact is added or changed in Outlook, a CRM, a form submission, or any other SOR (system of record).

2. aime detects the change and checks for duplicates or conflicts. This is not just a simple SQL check: it's using AI to detect likenesses, trends, and historical uses of the contact's record.

3. The verified record is updated across all integrated systems, following pre-defined business rules.

4. The unified “golden record” is continuously monitored for accuracy and audit-readiness.

The process is invisible to users but invaluable to compliance, service, and operational teams.

Why It Matters

Synchronizing contact data delivers far more than clean lists. It strengthens relationships, supports regulatory reporting, and enhances client experience.

• Regulatory Compliance: Auditors and regulators expect institutions to maintain accurate, unified records of client interactions.

• Operational Efficiency: Eliminating redundant entry reduces manual work and errors.

• Client Experience: Advisors can serve customers with confidence, using the latest, complete information.

As PwC notes, firms that streamline data synchronization through automation report higher service consistency and stronger operational resilience (PwC Analytics and Automation in Financial Services).

Hands-on Perspective

“Having spent decades in banking, from implementing Check 21 at the Federal Reserve to leading operations at SunTrust, Truist, and Worldpay, I’ve seen firsthand how something as simple as inconsistent contact data can slow down an entire institution. aime’s Contact Sync eliminates that friction. It’s a small change that enables massive operational trust.”— Luke Maslow, CEO, APG Technology

Financial institutions move at the speed of their information, and even minor inconsistencies can compromise service quality or compliance posture.

The Business Impact

With synchronized data:

• Errors decrease, as every department references the same verified contact.

• Teams save time, avoiding double entry and manual corrections.

• Audit readiness improves, since every change is traceable.

• Client satisfaction rises, thanks to consistent and informed communication.

These benefits compound quickly. A single contact change ripples cleanly through every workflow, keeping marketing, compliance, and service teams aligned.

Real-World Scenario

Imagine a wealth-management advisor who updates a client’s email address after a portfolio review. Without automation, operations might not receive that update, and the next quarterly report could bounce or be sent to an outdated address. With aime’s Contact Sync, that change updates instantly across all connected systems: CRM, email marketing, compliance databases, and reporting tools. The next statement goes to the right inbox, without delay or confusion.

That’s how automation transforms accuracy from an aspiration into an everyday standard.

Implementation Guidance

• Write down your data landscape: Identify all systems that store contact information.

• Define record authority: Decide which system serves as the primary source for conflicts. We call this the SOR, or system of record.

• Automate gradually: Start with a small contact segment and expand as confidence grows.

• Monitor improvements: Track duplicate reduction, time saved, and audit outcomes.

  
  

Over time, aime creates the reliable data foundation every financial institution needs to scale efficiently and compliantly.

What’s Next

Clean contact data is only the beginning. When your records stay accurate automatically, your team can focus on deeper insights.

In the next post, we’ll explore how aime’s Content Sync Workflow captures and organizes every note, email, and client conversation, turning scattered communication into searchable institutional knowledge.