AI prompt to clean up and standardize client data
Email, data entry, reports and planning take up a large share of an agent's week. AI can draft, summarize and organize that work, and specialized tools can pull data from documents and keep client records tidy.
Below is a ready-to-copy prompt to clean up and standardize client data, a detailed version that asks you clarifying questions first, and 6 specialized AI tools (Docsumo, EZLynx, Applied Epic, AgencyBloc, Redtail CRM and Wealthbox) with instructions for this task. It also works in ChatGPT, Claude, Gemini or Copilot.
The prompt
Give me spreadsheet formulas and steps to clean a de-identified client list: trim spaces, standardize phone formats, find duplicates, and split full names. No real data in the prompt.
Detailed version (asks clarifying questions first)
Act as an experienced assistant to a licensed insurance agent. Before answering, ask me up to 3 clarifying questions (your goal, the format you want and the tools you already use). Then complete this task, and finish with a short checklist of statements I should verify with my compliance team. Task: Give me spreadsheet formulas and steps to clean a de-identified client list: trim spaces, standardize phone formats, find duplicates, and split full names. No real data in the prompt.
What a good result looks like
A good answer gives step-by-step formulas for each cleanup job (TRIM for spaces, a consistent phone format, a duplicate check with COUNTIF, splitting names with TEXTBEFORE/TEXTAFTER or Text to Columns) and tells you to work on a copy first.
Common mistakes and watch-outs
Always clean a copy, not the original, and spot-check results; name-splitting fails on middle names and suffixes. Don't paste real client data into the AI prompt. Describe columns instead. If the data starts in PDFs or scanned forms, Docsumo can extract it into fields first; then clean it with these steps.
How to adapt the prompt
Describe your columns and the system you'll import into, and ask for formulas for address standardization or email validation. Ask for a checklist to follow before importing into your AMS or CRM.
Assuming A = Full name, B = Phone, C = Email Trim spaces: =TRIM(A2) Phone digits only: =REGEXREPLACE(B2,"[^0-9]","") (Google Sheets) Format phone: =TEXT(VALUE(D2),"(000) 000-0000") Flag duplicates: =IF(COUNTIF(C:C,C2)>1,"Duplicate","") First name: =TEXTBEFORE(A2," ") Last name: =TEXTAFTER(A2," ",-1) Work on a copy and spot-check before importing.
How to use it
- Copy the prompt. Copy the short prompt above, or the detailed version if you want the AI to ask clarifying questions first.
- Add your details. Add the details for your situation (line of business, audience, tone). Keep it de-identified; never paste client personal information.
- Run it in the right tool. Paste it into ChatGPT, Claude, Gemini or Copilot, or use Docsumo, EZLynx and Applied Epic as described below.
- Review before you use it. Double-check numbers and extracted data against the source document. Check every fact, name and number yourself.
- Take the next step. Next, see: Manage clients and policies in one system (AMS/CRM).
Best AI tools for this task
Specialized tools first, ordered by fit for this task (never by payout), then any general AI assistant.
Docsumo site ↗
AI document extraction for forms such as ACORD forms and bank statements.
Use Docsumo to extract fields from forms instead of retyping them.
EZLynx site ↗
Comparative rating and agency management platform for independent agencies.
Suggested from the related task Manage clients and policies in one system (AMS/CRM).
Run P&C clients and policies in EZLynx's agency management system (EVA, its embedded AI, cuts manual data entry), and set up the standardized fields, tags and weekly hygiene checks from this task.
Applied Epic site ↗
Agency management system from Applied Systems used by independent agencies.
Suggested from the related task Manage clients and policies in one system (AMS/CRM).
Manage clients, policies and workflows in Applied Epic.
AgencyBloc site ↗
Agency management, commissions processing and quoting platform for life & health agencies.
Suggested from the related task Manage clients and policies in one system (AMS/CRM).
Use AgencyBloc's AMS+ for life & health clients, policies and commissions; AgencyBloc Intelligence (its built-in AI) works inside the features you use daily. Set up the standardized fields and tags from this task.
Redtail CRM site ↗
CRM for financial advisors and their teams.
Suggested from the related task Manage clients and policies in one system (AMS/CRM).
Track client households and follow-up activities in Redtail CRM.
Wealthbox site ↗
CRM hub for financial professionals to collaborate on clients and automate busywork.
Suggested from the related task Manage clients and policies in one system (AMS/CRM).
Use Wealthbox to collaborate on clients and automate routine tasks.
Any AI assistant
ChatGPT Claude Google Gemini Microsoft Copilot
Paste the prompt above (short or detailed) into any of these.
Before you use it
- Double-check numbers and extracted data against the source document.
- Never paste client personal information (names, policy numbers, health or financial details) into AI tools your agency hasn't approved.
- Review every AI output for accuracy and compliance before you use it.
Related tasks
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