How to add and change customers and contacts with AI Actions

This guide shows you how to add and change customers (companies, clients) and their contacts in PSOhub by asking your AI assistant, Claude or ChatGPT. You can keep company details, addresses and VAT numbers up to date, and add or update contact persons.

New to AI Actions? Start with AI Actions: create and update PSOhub data with your AI assistant. It explains how the preview and your approval work.

Before you start

Your AI assistant, Claude or ChatGPT, is connected to PSOhub. See Connecting your AI assistant to PSOhub.
Your account has access to AI Actions, a paid feature.
Your role allows you to change the customer. See Who can do what below.

Big jobs in one request

You say	What happens
"Here's the email signature and the order form from Acme. Update their address, VAT number and website, and add Eva de Boer as a contact."	One preview with the new company details and the new contact. Values come from the documents.
"Add these 15 contacts from the event list to the right customers."	Up to 25 contacts per request, each added to the customer it belongs to. Customers that don't exist yet can be created along the way.
"Update the phone numbers and job titles of all Acme contacts from this list."	Each contact is found by name or email and updated.

Quick everyday changes

You say	What happens
"Add a customer Northwind B.V. in the Netherlands."	A new customer, created only if nothing similar exists yet.
"Change Acme's address to Stationsplein 1, Utrecht."	The main address changes.
"Add Mark de Vries, CFO, mark@acme.com, as a contact at Acme."	A new contact for that customer.
"Eva's new email address is eva@newmail.com."	The contact's email changes.

Creating a customer together with a project or quote is explained in How to create, update and staff projects with AI Actions and How to create and send quotes with AI Actions.

How to add or change customers and contacts

Tell your assistant which customer or contact, and what should change. Share an email signature, order form or list if you have one.
Answer its questions. If more than one customer or contact matches, the assistant shows the options.
Check the preview. You see old and new values, and any customer or contact that is new.
Approve. Say yes, or click the approve button if your assistant shows one. Up to 25 items per request.

Customers

Setting	Details
Name	Required for a new customer. Can't be emptied.
Country	Required for a new customer.
Address	Address lines, postal code, city, region and country.
Domain, website, phone	Optional.
Registration number, VAT number	Optional.

Only the fields you mention change. An empty value clears a field, except the name.

Note: PSOhub always searches first, and only creates a new customer when nothing similar exists. Check the preview carefully: a duplicate customer can't be deleted through AI Actions.

Contacts

Setting	Details
Customer	Required for a new contact. Can also be a new customer.
First name, last name	At least one of them.
Email, phone, job title, salutation	Optional.

Find an existing contact by name or email address.

Verify it worked

After saving, the assistant lists the customers and contacts that were added or changed.
Open the customer in PSOhub to check the details and contacts.

Who can do what

Role	Customers and contacts
Administrator, controller	Every customer and contact
Project manager, sales rep	New customers and contacts, and those of customers with a project you manage
Project Manager Basic, team member	Not available

What is not possible

These are done in PSOhub itself:

Deleting or archiving a customer or contact.
Moving a contact to another customer.
Changing private customers.
Changing products and price lists.

Common issues

More than one customer matches. Pick the right one from the list. The city or another detail helps.
A customer or contact can't be changed. You only manage customers with a project you are project manager of. Ask an administrator or controller.
A private customer can't be changed. Change it in PSOhub.
A new customer is refused. It needs at least a name and a country.

Frequently asked questions

Does PSOhub create a duplicate if the customer already exists?

It always searches first. When a similar name exists, the assistant asks whether you mean that one or really want a new customer.