Section 20 · Sales Rep Work Elimination / Zero-Entry CRM

20.5One-click CRM approval

Built in the POC

No.: 20.5
DMA's reference: Decision Book p.36
Phase: Phase 1
Autonomy: L2 · Prepare, then wait for approval
DMA's decision: Yes

★ Marked "non-negotiable, build first" in the book. ◆ Amended in v3 of the book.

What DMA asked for · Decision Book p.36

Show the rep everything the AI wants to change after a call, and let them approve it in one click.

Why it matters to DMA: The rep stays in charge of their CRM without typing; the book asks for one click, not a form.

In our words, from DMA's Product Decision Book v3, page 36.

How we do it

All of a call's changes wait together: the note, the tasks, the facts and the follow-up draft, each with its evidence.
"Approve all" writes them in one click. A line can be edited or dropped first, and the rest still go together.
Approved changes wait 30 seconds before they are written to Nutshell, so a mistake can be undone.

The flow

It plays on its own while it's on screen; hover or use the controls to pause or step through.

Step 1 of 5

Waiting

The call's changes in Approvals, with the quotes.

Screen
Person
Rule in code
Nutshell

Where the data goes

The same six stages on every page. Nothing reaches Nutshell except through the write gate.

1Call transcript
Source
A call transcript: pasted, or a Zoom .vtt / .txt file dropped on the account (text only, 512 KB at most).
2Sync
Copies Nutshell changes into the bridge database
Reads the account, people and open deals from the mirror, to match the call to the right company.
3Bridge database
A copy of the CRM data, plus what the AI works out
The run, the facts with their quotes and the e-mail draft are stored; the transcript is kept encrypted.
4AI
Claude models, only through DMA's own gateway
The fast model reads the call and copies exact words; code checks every quote, date and amount. The conversation model drafts the follow-up.
5Write gate
The only way back into Nutshell: checked, approved when needed, sent once
Every change waits as one batch for one approval, then leaves through the write gate with 30 seconds to undo.
6Nutshell
The system of record
The note, the tasks and the fields appear on the deal, marked as written by DMA AI.

The tables behind it

Drawn from the POC's database catalogue: structure only, no data.

PK primary keyFK reference the database enforces (solid line)ID reference kept by id (dashed line)

Table	What it holds	Columns
ctrl.approvals	The approval queue: one row per batch waiting for a person, with its risk and the undo window.	22
ctrl.outbox	The write gate: each proposed Nutshell change, its approval and what it replaced.	28

How the tables connect (1)

Column	Points to	Kept by
ctrl.outbox.approval_id	ctrl.approvals	The database (foreign key)

Worked example

Synthetic demo data: every name, business and number is made up.

A logged call: the screen and the system

1 / 3

What you see

1.Every change, with its evidence

The call summary note and the tasks, each with the words it came from.

localhost:13301/approvals

The CRM updates from one logged call, waiting for one-click approval (a real run on synthetic data).

What happens in the system

Conversation servicescribe
The transcript is checked as text only, matched to Summit HVAC by its attendees, and read once.
LLM gatewayclaude-haiku-4-5
3,249 tokens in, 653 out, $0.0065: it copies exact quotes; it never writes a value of its own.
Rule enginequote, date and amount checks
Code confirms each quote is really in the call, and turns "Tuesday" into 29 September from the meeting date.

The Summit HVAC batch as the rep sees it.

Click count

What the rep does	Clicks
Log a call (paste the transcript on the account)	2
Approve every change from the call	1

In the running POC

localhost:13301/approvals

1 / 2The CRM updates from one logged call, waiting for one-click approval (a real run on synthetic data).

1Each change and the exact words it came from.
2The follow-up e-mail, drafted and claim-checked; approving saves it, it never sends.
3One click approves the whole batch; each line can also be edited or dropped.

Dashboard · Approvals, the CRM updates from one call transcript. Captured from the running POC on September 25, 2026; synthetic data.

See it live

Opens the exact screen in the running POC, in a new tab.

Open	Where	What to try
Approvals → CRM updates	DMA AI dashboard	The changes from a logged call, each with the quote it came from.
Approvals → Written by AI	DMA AI dashboard	What the AI wrote to Nutshell, with undo.

Status

Built in the POC

Built in the POC. This capability runs in the POC today, on synthetic data, end to end.