AI for Sales · Solutions

Draft follow-ups, book visits, log every call.

Sales Automation captures enquiries, routes them to a rep, drafts follow-ups and proposals from your templates and books appointments, with a person approving anything that reaches a customer. Terms are never invented. Messages go out under the rep’s name. It works from templates your team already trusts, so a firm with no written terms should start there, and calendar links depend on your tools.

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What it is

A rep’s day fills with near-identical messages. The first reply to an enquiry, the follow-up after a visit and the standard proposal change a name and a few numbers and little else.

Sales Automation fills those from the deal record, the customer’s details and your approved templates, and leaves the price and any unusual terms for the rep to enter. Sending stays with the rep.

Where it goes wrong today

The problems this is meant to ease.

Enquiries wait for a first reply

A portal mail arrives at night and sits until someone opens the inbox, by which time the buyer has called two other suppliers. The first reply sets the tone.

Follow-ups depend on a rep’s diary

A quote goes out on Tuesday, nobody sets a reminder, and the buyer who needed a nudge next week hears nothing. Warm deals go cold.

Messages typed from scratch

Reps write near-identical emails all day, and quality varies with the hour, the mood and whether the rep remembered the last conversation. Customers notice the difference.

Visits that nobody confirms

A buyer agrees to a site visit, the rep forgets to send details, and the visit is missed by one side or the other. An empty trip costs a morning.

Activity never reaches the CRM

Calls happen on mobile phones and messages in chat apps, so the deal record shows nothing and the manager cannot see what was promised. Handover between reps is blind.

Proposals built slowly from old files

A fresh proposal starts from the last one, and a stale clause or an old price slips through while the buyer waits. Each slip costs some trust.

Inside the module

What AI sales automation does.

Enquiries captured and assigned

Website forms, portal mails and missed calls become lead records, and each one goes to a rep by the rules you set. The source stays on each record.

Follow-ups on a schedule

Each kind of enquiry has a sequence, so a quote left unanswered for the days your team sets puts a draft on the rep’s list. Pushing is the rep’s call.

Outreach drafts from the record

A first message or follow-up is drafted from the customer’s name, trade, past orders and the last conversation, quoting what was promised. Edit it or discard it.

Appointments booked and reminded

Free slots from the rep’s calendar are offered to the buyer. A booked visit is confirmed, and the buyer is reminded beforehand. A calendar link is needed.

Every touch logged in the CRM

Calls, emails, messages and meetings are written against the deal as they happen, so nobody types a diary on Friday. Two-way sync needs the tool’s interface.

Proposal drafts from the deal record

Customer name, scope lines, quantities and delivery terms are pulled into your proposal template, and the rep enters the price. Price stays a human entry.

Contract drafts from approved clauses

Standard terms are assembled from clauses your lawyer has approved with the customer’s details filled in, and any edited clause is highlighted. Your lawyer signs off.

Approvals, exceptions and monitoring

Large discounts, unusual terms and big orders stop at a named approver, and failed syncs or bounced messages appear on a monitoring page. Limits are yours to set.

Where it gets used

What this looks like in a working week.

A solar installer after enquiries

A web enquiry arrives at night, a lead record is created, and a first reply offering two survey slots waits in the rep’s queue. The rep approves it in the morning.

A machinery maker with long quotes

A quote with no reply after the days set by the team produces a nudge draft naming the machine and delivery date. The rep decides whether to send.

A clinic booking consultations

Enquiries for a procedure get a reply offering consultation slots, a confirmation after booking and a reminder the day before, all approved templates. Staff approve anything clinical.

A building supplier with trade accounts

Won orders and calls are logged against the account automatically, and the manager sees every contact with a contractor before ringing them. Nobody asks the rep for a diary.

A software reseller with contract terms

A first contract is assembled from approved clauses with the buyer’s details, a changed clause is highlighted, and legal reviews only the changes. Legal still signs off.

Who touches it

The people who open this every day.

Sales rep

Reviews the drafts waiting after a day of visits, corrects a quantity here and a delivery term there, and sends each one under their own name. The typing is already done.

Sales manager

Approves flagged discounts and unusual terms from one queue, reading the draft and the reason it stopped, and sends back anything that needs a rewrite. Nothing slips through unread.

Owner or legal reviewer

Maintains the template and clause library, changes a term once and sees every new draft pick it up, while documents sent stay as they were. Old versions remain on file.

Lead coordinator

Watches the monitoring page for failed syncs, bounced messages and unclaimed leads, and fixes the rule or the record that caused each one. Exceptions are never hidden.

How it is set up

From first conversation to daily use.

Discovery with sales and operations
We list the messages reps write most often, the points where enquiries go missing and the approvals that slow a proposal. Templates are collected too.
Data readiness checks
Lead sources, deal fields, rep calendars and templates are checked for gaps, and the mailbox and calendar links are tested with a spare account. Missing terms are written first.
Trial on real enquiries
Drafts are produced for past enquiries and for one team’s live ones, held in a queue so that nothing reaches a buyer. Reps read and mark each one.
Checking drafts with the reps
Reps edit what is wrong and say why, and managers test the approval routes with sample discounts, so rules and wording are corrected. Weak templates get rewritten.
Going live one flow at a time
Lead capture and assignment start first, then follow-up drafts, then appointments and proposals, each with its approval step switched on. Each flow is watched first.
Reviewing the exceptions afterwards
The team reads the monitoring page and the log of rejected drafts, and retires any template or rule that keeps producing corrections. Then the next flow is added.

Measuring it

How you would know it is working.

Record where you stand before it goes live, so the change is measured against your own figures.

Time saved counts the minutes a rep spends writing, scheduling and logging each deal. A time log or a sample of recent deals, taken before go-live, gives the starting figure.
Lead response time is the wait between an enquiry arriving and the first reply. Mailbox or CRM timestamps from before go-live give the starting figure.
Follow-up completion counts planned follow-ups that were actually sent or made. Reminders set and calls logged before go-live give the starting figure.
Draft acceptance is the share of drafts sent with small or no edits, counted from the log, and it has no baseline because drafts did not exist before.
Missed appointments counts visits where one side did not arrive, and the baseline is the diary and the CRM notes for the months before go-live.

Used responsibly

Where a person stays in charge.

Approval before sending

Drafts, reminders and proposals wait in a queue until a rep or approver clicks send, and automatic sending stays off by default. Wording comes from templates only.

Messages are drafts, not promises

Follow-ups quote only what the deal record holds, and the rep checks names, dates and amounts before sending. A wrong recipient shows at the top.

Contracts need a lawyer’s clauses

Your own lawyer writes the clause libraries, since contract law varies with country and trade. The software only assembles wording that was approved. Legal advice comes from your lawyer.

Contact consent and opt-outs

Reminders and outreach reach only people you are allowed to message under the rules you operate by. Opt-outs are honoured on every channel. Check the rules with your adviser.

Monitoring and exceptions

A monitoring page lists failed syncs, bounced messages, stuck approvals and drafts rejected often, so a broken rule is seen and not left to fail quietly. A person owns each alert.

How it fits

It is one part of a system, not an island.

A module earns its place by what it passes to the next one. These are the connections we set up most often.

CRM deals and contacts
Quote and proposal management
Contract management
Document management
Email and calendar

Already built in

Products that include it.

Built for you

How we would put it in.

Common questions

Questions owners ask about AI sales automation.

Does it write contract terms itself?

It assembles clauses your lawyer has already approved and fills in names and figures, and it never writes new terms of its own. Contract law varies by country, so build the library with a lawyer who knows your trade, because nothing it produces is legal advice.

What if our proposals are all different?

Start with the parts that repeat, such as the cover page, company details and delivery terms, and leave the rest to the rep. Fully custom work gains little.

Could a message reach the wrong customer?

Drafts are tied to one deal record and shown to the rep with the recipient at the top, so a wrong name is caught on the rep’s screen. Nothing leaves by itself.

Which mail and CRM tools work?

Most mainstream CRMs and mail systems that allow an add-in or an interface can host it, and we confirm yours before anything is quoted. If your CRM is a spreadsheet, the first step is moving it somewhere that can hold documents against a deal, and that move is worth doing alone.

How does appointment booking work?

The rep’s calendar is read for free slots, which are offered to the buyer, and a confirmed booking is written back to the calendar and the deal. Calendar access is granted by you.

Is anything sent without approval?

Not unless you choose it for a flow, such as a booking reminder, and even then the template was approved beforehand and every send is logged on the deal.

What effort does it take?

Your team brings templates, rules and past enquiries to test with. Cost then rises with the number of linked systems and falls when the data is tidy. We quote after seeing both.

When is it not worth the bother?

When you handle a few enquiries a week and the owner answers each personally, drafting adds little, and a shared inbox with reminders is enough.

Who needs it most

Businesses that ask for this.

Next to it

Modules that work with it.

Talk to us

Tell us how you handle AI sales automation today.

A spreadsheet, a register or another system: say which, and we will tell you plainly what is worth changing.

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