Articles

The compliance fields your CRM needs but nobody wants to fill out

Breena Fain
June 17, 2025

Every industry has those special tracking requirements that make perfect sense for reporting but feel tedious to maintain. Investment risk tolerance, project budget ranges, lead sources, compliance classifications—the fields that matter most for your business often get filled out inconsistently or not at all.

You know exactly what information belongs in those custom fields. The challenge is remembering to capture it during conversations and then actually taking time to find the right dropdown menus and checkboxes afterward.

When custom fields become a second thought

During client meetings, the important details come up naturally. A financial advisor learns that a client has a moderate risk tolerance and prefers ESG investments. A consultant discovers the project budget range and identifies key stakeholders. A real estate agent notes the client's timeline and financing preferences.

That information gets mentioned, discussed, and sometimes jotted down in notes. But translating those conversational details into properly categorized custom fields happens later—if it happens at all.

The result is incomplete data that makes reporting unreliable and compliance tracking inconsistent. Your CRM contains rich meeting notes alongside empty specialized fields that were designed to capture exactly the information you discussed.

From conversation to categorization automatically

When you send meeting notes to Quin, it identifies information that belongs in specific custom fields and populates them based on what was actually discussed.

A client mentions they're "pretty conservative with investments but interested in some growth opportunities" becomes a risk tolerance classification of "Moderate-Conservative" in the appropriate field.

Discussion about "needing the project completed by Q2 with a budget around $50-75K" gets translated into timeline and budget range selections in your project tracking fields.

Compliance-related information mentioned during conversations gets flagged and categorized properly, ensuring audit trails stay complete without manual field updates.

Real conversations, real field updates

Financial advisor client review:

Meeting notes mention: "Jennifer feels comfortable with moderate risk but wants to avoid anything too aggressive. Mentioned she's interested in sustainable investing options and needs income generation for retirement in 8 years."

Custom fields updated:

Risk Tolerance: Moderate, Investment Preference: ESG/Sustainable, Primary Objective: Income Generation, Time Horizon: 8-10 years

Project consultant discovery call:

Notes include: "They're looking at a 6-month timeline, budget is flexible but probably $75-100K range. This would be their first digital transformation project. Main stakeholder is the COO, with IT director involvement needed."

Custom fields updated:

Project Timeline: 6 months, Budget Range: $75-100K, Project Type: Digital Transformation, Decision Maker: COO, Technical Contact: IT Director

Real estate client consultation:

Conversation covered: "Looking to buy within 90 days, pre-approved for $400K, prefer suburban areas with good schools, first-time homebuyers, need help with the entire process."

Custom fields updated:

Timeline: 90 days, Budget: $400K, Area Preference: Suburban, Buyer Type: First-time, Service Level: Full-service

The same information you naturally discuss gets properly categorized without additional form-filling.

Why this matters beyond data entry

Complete custom fields make your reporting actually useful. When you need to analyze client risk profiles, project types, or market segments, the data exists in a format that can be filtered and analyzed properly.

Compliance requirements get handled automatically. Instead of scrambling to fill out required fields before audits or reviews, the information gets captured and categorized as part of normal conversation flow.

Team members get consistent information. When someone else needs to work with a client or project, they see properly categorized details instead of having to interpret unstructured notes.

Search and filtering become reliable. You can actually find all moderate-risk clients or Q2 projects because the information is consistently categorized in the right fields.

Setting up field recognition

Quin learns which types of conversation details correspond to specific custom fields in your CRM. Initial setup involves showing Quin your field structure and providing examples of how conversational information should be categorized.

Once established, the categorization happens automatically. When clients mention budget ranges, timelines, preferences, or requirements, those details get translated into appropriate field selections.

Field mappings can be as specific or flexible as needed. You might have precise rules for compliance fields while allowing more interpretation for preference-based categories.

Multiple fields get updated from single conversations. A discussion about project requirements might populate timeline, budget, scope, stakeholder, and priority fields all at once.

The categorization happens alongside other note processing. While custom fields get populated, meeting summaries get created and follow-up tasks get assigned without additional steps.

Turn conversations into compliant, searchable data. Try Quin free for 14 days.

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