Agent Memories
Agent Memories are reusable pieces of company guidance for Clerked. They turn a pattern your team has already corrected into a short rule the agent can use on future invoices and emails. A memory is more specific than general accounting knowledge and easier to review than an instruction hidden in a prompt.
For example, if reviewers repeatedly move a vendor's freight line to the same account, Clerked can propose a Memory that describes that choice. After an authorized reviewer approves it, the active memory can guide later work. It does not rewrite invoices that were already processed.
What happens automatically
Each night, the memory-authoring process looks for repeatable guidance in recent reviewer corrections and related evidence. A strong pattern becomes a proposal, not an automatic change. The proposal enters Tasks for a human review. Open the task, read the proposed guidance and its evidence, then choose Create this memory, Update this memory, or Reject this memory. An approved result appears in the agent's active memory list.
The proposal can include the source invoice or email, the field or line that changed, the before-and-after values, and other citations. Use those details to decide whether the pattern is a real policy or only a one-off correction. See Approve proposed memories.
Where admins manage memories
- In the left sidebar, click Agents.
- Open Invoice processing or Email processing. For a custom agent, open the agent and choose Memories.
- In the agent detail page, open the Memories section.
The list shows active guidance, its scope, provenance, and last update. Use Search memories or Filter by scope to narrow the list. Admins with the memory-management permission can edit or archive a row. See Create your first memory, Memory types, and Memory scope.
The current list also has clear Global and Vendor views, recent-update ordering, and readable record chips instead of raw identifiers. A rule can cover more than one vendor when the same guidance belongs with each supplier. Read the author and reviewer attribution before you edit a shared rule, because the row tells you whether a teammate wrote it, a reviewer approved it, or it was prepared from company history.
Write your own guidance
An admin can create a memory directly from the Agents page. State the
condition, the expected action, and the exception in plain language. You can
type @ to link a vendor, account, or PO that should ground the guidance. A
manual memory is active after its creation finishes, so it does not wait for
the nightly proposal queue. See Create your first memory.
Global, vendor, and ERP-history memories
- Global memories apply whenever the selected agent handles a matching situation, regardless of vendor.
- Vendor memories apply only to the selected vendor. Vendor scope is available for invoice-processing memories when the company schema exposes the vendor anchor.
- ERP-history memories are proposed from a company's approved ERP history. They are not a dump of past invoices. They are candidate rules backed by source records, and they still need the same human review before activation.
The Memories list identifies an ERP-seeded row with Seeded from ERP history. Read Memory scope and Memory types before changing a broad rule.
See when guidance was used
Memory management keeps provenance on the row, including who created a manual memory or approved a proposed one. The invoice Activity feed also records when the agent used active memories. An entry such as Clark used 3 memories can be opened to inspect the applied guidance and its citations. Field-level rationales may also say From memory when the value follows an active rule.
See Memory audit log for the two places to check this history.
Agent names, available memory scopes, vendor anchors, evidence fields, and permissions follow your company schema and configuration. Email-processing memories are global in this release; vendor scope is an invoice-processing capability.