Preparing the visit
Request
“Get me ready for tomorrow's visit to Southern Distribution.”
Account brief
- Purchases
- Steady; consumables falling
- Outstanding
- Quote Q-2026-284 not answered
- Interest
- Asked about the new range
Use case
AI sales assistant
An assistant that prepares visits, summarises meetings, drafts proposals and suggests CRM updates. Salespeople spend their time with customers, not typing.
- An account brief before every visit, with everything outstanding.
- A summary, next steps and a draft email after every meeting.
- The CRM is only updated once the salesperson approves.
How it works
Before, during and after every visit
-
Prepare
Account brief with purchases, open quotes, complaints and recent conversations.
1 page per customer
-
Meet
With the attendees' permission, the meeting is transcribed in Teams or on the phone.
45-minute meeting
-
Summarise
Summary, agreements, next steps and a draft follow-up email.
3 agreements · 2 tasks
-
Propose
Draft proposal using the company's price lists and templates.
Proposal in draft
-
Human review
Approve
The salesperson reviews, corrects and approves what is sent and what is saved in the CRM.
Opportunity updated
Examples
The work that eats up a salesperson's afternoon
Sample data from a fictitious distributor.
After the meeting
Transcript
“45-minute meeting with the purchasing manager about the new range and delivery times.”
Follow-up
- Agreements
- Demo on 12 November
- Tasks
- Send data sheets and price list
Draft email ready to review
Updating the CRM
Changes detected
“New opportunity for the new range, a new purchasing contact and the demo date.”
Suggested changes
- Opportunity
- New range · demo stage
- Contact
- Purchasing manager
Saved once the salesperson approves
Where it works
In the tools the team already uses
With Microsoft 365, the assistant lives in Outlook and Teams. It also connects to other CRMs through their API.
- Outlook and Teams
- Microsoft 365 Copilot and Copilot Studio
- Dynamics 365
- Salesforce or HubSpot
- Templates and price lists
- ERP
The change
Less admin time, a better CRM
Today
- Visits are prepared by searching emails, the ERP and the CRM.
- Meeting notes stay in a notebook.
- The CRM is updated late, partly or never.
- Every proposal starts by copying the last one.
With AI
- The account brief is ready before you leave.
- The summary and tasks arrive as the meeting ends.
- The CRM is up to date because changes only need approving.
- Proposals start from the current templates and price lists.
Customers
More time with customers, less in front of the screen
The assistant takes care of the repetitive side of sales work. The relationship, the negotiation and the decision stay with the salesperson.
- Nothing goes to the customer without the salesperson's review.
- Meetings are only recorded with the attendees' consent.
- Data stays in the company's own tools.
Method
We start with one team and measure the time
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Measure the starting point
With a group of salespeople we measure how long they spend preparing visits, summarising meetings, drafting proposals and updating the CRM.
Baseline of admin time
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Pilot
We set up the assistant with their tools, templates and permissions, and train the team.
Pilot assistant and user guide
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Measure and extend
We measure time again, along with CRM data quality and actual usage, and decide how to extend it.
Before-and-after comparison
Related service
-
AI process automation
We automate repetitive tasks with AI so your team spends less time copying data, reviewing documents, classifying requests or drafting replies by hand.
Related training
-
AI for sales teams and B2B selling course
More time selling and less time preparing, with AI as your sales assistant.
- Duration: 6–8 hours
- Level: Beginner
-
Microsoft 365 Copilot for business course
Get the most from your Copilot licences in the apps your team already uses.
- Duration: 6–8 hours
- Level: Beginner
How many hours a week does your sales team spend typing?
Tell us which CRM you use, how you prepare visits and proposals, and how many salespeople you have. We will suggest a measurable pilot.