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Address book cleanup

The AI address book check: checking live or overnight, pause / resume / stop, the AI suggestions, the rule-based quick checks, accepting, merging, dismissing and accepting a whole group.

6 min readLast updated 11 Oct 2026

On this page

Address book cleanup checks every active address of every customer and suggests fixes for you to review. It needs addresses:write (Admin, Operations Manager). Open it with Clean up with AI on Addresses. Nothing changes until you accept a suggestion. For the how-to see Use the address book.

At a glance

The page has three parts, top to bottom. AI and rules are never mixed: AI suggestions have the indigo AI look, quick checks are plain cards.

Area	What it shows or does
Clean up your address book with AI	The AI panel: Check with AI (or Check again with AI), Cheaper overnight run, and while a check runs its progress with Pause, Resume and Stop.
AI suggestions	What the AI found, grouped by kind. Each card says "AI suggestion — review before saving", how sure the AI is, before → after and Why.
Quick checks	Automatic rules, not AI: fixes that can be proven from the address itself. They run instantly with every check.

When the AI assistant is turned off for your company or isn't in your plan, the page shows only Quick checks with a Run quick checks button, and Clean up with AI is not on Addresses. When the company's monthly AI budget is used up, the AI panel stays only to show the last AI check and what it found, and Run quick checks is at the top of the page.

Checking with AI

Check with AI reads the whole address book:

The quick checks run at once and fill Quick checks: postal codes written the standard way (h2x1y4 → H2X 1Y4, 10001 stays), a missing or spelled-out province (Québec → QC, or taken from the postal code's first letter), the city spelling most of your addresses use (MONTREAL → Montréal when most rows say Montréal), and rows saved twice with exactly the same address and label.
The AI then checks, one at a time, only what the rules can't settle: rows that look broken (a phone number or street in the city, the city or postal code inside the street line, a city spelling used almost nowhere else, a province that contradicts the postal code) and groups of addresses of one customer with the same civic number and street. Each suggestion appears under AI suggestions as soon as it is found; the bar shows how many addresses are checked out of how many (e.g. "12 / 80") and how many suggestions so far.

You can accept or dismiss suggestions while the check runs. Keep the page open: if you leave or reload, the check carries on from where it was when you come back.

Button	What it does
Pause	Stops after the addresses being checked right now. Resume carries on from there.
Stop	Ends the AI check. Suggestions found so far stay.
Check again with AI	Asks first: the open suggestions are replaced by a new check. Suggestions you dismissed are not raised again; accepted ones stay in the history.
Cheaper overnight run	The same AI check as one background job at half the price. Suggestions arrive within 24 hours (usually much sooner) and you can leave the page; the quick checks are ready at once. Cancel overnight run stops it.

Only one check runs at a time per company.

Status lines

Line	Meaning
"Checking your addresses with AI — n suggestions so far"	The live check is running.
"Paused — n of m addresses checked."	Paused by someone, or the AI didn't answer for a moment ("Resume to try again").
"AI budget reached for this month — n of m addresses checked."	The company's monthly AI budget ran out mid-check. What was found stays; Resume comes back when the budget renews (or an admin raises it).
"Stopped — n of m addresses checked."	Someone stopped it, or AI was turned off.
"Overnight run sent to the AI"	Waiting on the overnight run.
"The AI checked n addresses the quick checks couldn't settle."	Done. A second sentence counts rows that came back without a usable answer (they simply have no AI suggestion).

Suggestion groups

Both AI suggestions and Quick checks use these groups (only the groups with something in them show).

Group	What it suggests
Duplicates	The same place and recipient saved more than once, e.g. `5473 Rue Paré` and `5473 rue Pare` for the same warehouse. Addresses with a different suite, a different business in the same building, or Est vs Ouest are not duplicates.
Values in the wrong field	e.g. the city field holds `514-956-9411` and line 2 holds `St laurent`; or `Suite 403` in the street, the street in the city.
Typos	e.g. `Pointe-Clare` → `Pointe-Claire`, `MontrÃ©al` → `Montréal`, `H4R 2EB` → `H4R 2E8`.
Missing values	A city or province the rest of the address makes certain.
Postal codes	Written as `A1A 1A1` / `12345`, or with junk removed (`H7P 4W4, CANADA` → `H7P 4W4`). The AI never makes up a postal code.
Provinces	The 2-letter code, or the province of the postal code.
City spelling	Your book's most used spelling of the same city.
Needs a person	Something is wrong but the right value isn't known: no postal code, an incomplete one such as `H9R`, no civic number, or two different postal codes in one address. Open address, fix it by hand, then Dismiss.

Each suggestion shows the address ID (opens it), label, address and how often orders used it, the customer, each changed field as before → after, and the reason (Why on AI suggestions, with how sure the AI is, e.g. "90 % sure"). Duplicates show Keep (the address that stays, usually the most used) and Merge (the ones folded into it).

Buttons on suggestions

Button	What it does
Accept	Saves the change on the address, like Edit address, and records it in the activity log. A city spelling, province or postal code format fix keeps the map pin; a new street or postal code is located again. Refused when someone edited the address since the check (dismiss it or check again).
Merge	Merges the duplicates into the address kept: the others are removed and their order counts, defaults and favourites move over. Refused while an open order or a recurring order still uses one of them. Past orders keep their own copy of the address.
Dismiss	Drops the suggestion; later checks don't raise it again.
Accept all (n)	Applies every suggestion of the group (AI suggestions and quick checks separately) after a confirmation. Addresses that changed since the check or are still in use are skipped and listed in the message.
Show n more	Lists the next 50 of a long group.

Good to know

What the AI sees: the address fields, labels and how often each address is used, plus the city spellings your book uses. Never contacts, phone numbers in the contact fields, notes or anything about payment.
Cost: the check uses your company's monthly AI budget; a full check of a 3,000-address book costs a few cents live, about half that overnight.
Imported books (CSV or migration) benefit most: check once after the import, then now and then.

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