A client changes their prices on a Monday and mentions it in passing on Thursday.
The agency's answer set was assembled from the client's website in one pass and never structured for editing. Finding every place the old price appears takes longer than writing the original set did.
It is done by Friday. It should have taken four minutes, and it took two hours because nothing was built with the expectation that anything would ever change.
Step 1: structure the answers for editing from the start
Facts separated from phrasing, so a price lives in one place rather than being woven through six answers.
Step 2: keep a client facts sheet
Prices, hours, services, locations and terms, in one place, which is what actually gets edited when something changes.
Step 3: agree the update route at onboarding
Who tells the agency, how, and what happens if nobody does, since this is where the whole arrangement quietly fails.
Step 4: prompt the client rather than waiting
A short quarterly message asking what has changed, which catches most of it and takes minutes.
Step 5: define what is included in the fee
Routine updates included, substantial new content as separate work, agreed in advance to avoid the awkward conversation later.
Step 6: define a turnaround for updates
Two working days, or whatever is realistic, so the client knows what to expect and the agency has a standard rather than a scramble.
Step 7: handle the urgent change separately
A price error or a discontinued service needs correcting the same day, and should have a route that does not queue behind routine work.
Step 8: keep a change log
What was changed and when, so a wrong answer can be traced rather than investigated, which is the discipline in keeping the assistant current when the site changes.
Step 9: check the client's website at the same time
Frequently the site is also out of date, which is both a service to the client and additional work for the agency.
Step 10: batch the routine updates
A fixed afternoon across the portfolio, rather than reacting per client, which is what keeps the margin viable.
Step 11: test the changed answers afterwards
Asking the question a customer would, since an edit that did not take effect is worse than no edit at all.
Step 12: watch for the client who changes things silently
Some clients redesign a site or change a service without mentioning it, and an assistant answering from the previous version becomes a problem.
Step 13: use the update conversation commercially
A quarterly check on what has changed is also a conversation about what the client is doing next, which is where additional work comes from.
Step 14: keep the client's own approval on the record
A price or policy the agency changed on a client's say so should be confirmed in writing. It takes one message and it prevents the conversation where a client disputes something the agency published on their behalf.
Step 15: make the update a four minute task
An agency whose answers are structured for editing, with a client facts sheet and a quarterly prompt, handles a price change in four minutes and keeps twenty clients accurate. The commercial framing sits in pricing assistant builds for clients, the service positioning in reselling assistants to your own clients, and the sector case in how marketing agencies use chatbots for their clients. Set it up through install the widget and train your bot. The sector view sits under agencies.