Client Brain
An AI system that holds everything known about a client and surfaces it automatically.
The Brief
Agencies lose client context constantly. Decisions made in meetings are not captured. Emails with important client steers are buried. A new team member starts on an account and has to mine months of history out of other people's heads. The result is inconsistency, repeated mistakes and a hidden coordination cost that quietly erodes margin.
The Approach
Built using n8n as the orchestration layer, connecting to the Claude API with a structured system prompt. The system connects to every data source for each client: emails, Slack threads, project management tasks, Google Drive documents, brand guidelines, campaign performance data and meeting transcripts (via Fireflies or Fathom webhook).
Each client has a structured knowledge base split into Soul (rarely changes: who the client is, how they sound, what they will never do) and Memory (grows weekly: decisions made and why, patterns of what works, dated log). An inbox document per client acts as a frictionless capture point — anyone drops a dated line after a meeting or email. Once a week the account lead promotes real decisions into the right place. n8n automates the capture: meeting transcript arrives, Claude extracts decisions and drafts inbox entries, human approves before anything becomes canonical.
The result is a pre-meeting brief generated automatically before every client call — outstanding items, recent emails, deliverables in flight, anything flagged urgent.
The Outcome
30–40% reduction in admin and coordination overhead. Zero client context lost between team members. New team members inherit institutional memory from day one. Every piece of work produced with the right context, every time.