Automating CRM routine with AI
A CRM should help you sell, but in practice managers spend up to a third of their day feeding it. AI takes that routine over: it listens to calls, writes summaries, fills in fields and nudges you about deals that are about to go cold.
Sound familiar?
- Managers fill in the CRM from memory at the end of the day — data is incomplete and inaccurate
- Calls and meetings leave no structured notes behind
- Deals stall with no next step, and nobody notices
- Follow-up emails get postponed and forgotten
How AI solves it
- 01
AI transcribes calls and meetings, writes a short summary and fills in the deal card fields itself.
- 02
After each meeting it drafts a follow-up email — the manager just hits send.
- 03
It watches the pipeline: flags deals with no next step and suggests who to contact today.
- 04
Every morning it prepares a digest for each manager: what's urgent, what's planned, where the risks are.
Concrete scenarios
Call summaries
Every call is transcribed; a summary and next steps land in the deal card.
Follow-ups that never slip
A draft email is ready a minute after the meeting — just hit send.
Stalled-deal control
Deals with no next step get flagged while the client is still warm.
The manager's morning plan
A daily digest: what's urgent, who to call, where the risks are.
How the system works
- 1
An event
a call, a meeting, an email
- 2
AI processes it
transcription, summary, fact extraction
- 3
The CRM updates
fields, statuses, tasks — on their own
- 4
Drafts
follow-up emails and messages
- 5
Control
stalled deals, morning digests
Input and output
What we need from you
- Access to the CRM, telephony and calendar
- Pipeline stages and qualification rules
What you get
- Filled-in deal cards and current statuses
- Follow-up email drafts
- Pipeline alerts and digests for leadership
What we integrate with
- Bitrix24
- amoCRM
- HubSpot
- Pipedrive
- telephony providers
- calendars
- Telegram
Results
- +2 productive hours per manager every day
- The CRM is filled in completely and consistently across the team
- Fewer deals lost to forgotten follow-ups
- Leadership sees the real state of the pipeline
Case study
A B2B company with a six-person sales team: the CRM was filled in from memory at the end of the day, and the leadership couldn't see the real pipeline.
We connected call transcription with auto-filled deal cards, follow-up email drafts and stalled-deal monitoring with alerts for the leadership.
- The CRM fills itself after every call
- Follow-ups go out the same day as the meeting
- The leadership sees the pipeline without interrogating managers
Pricing and timelines
We don't publish a price list: the range of tasks is too wide for one honest number. Instead — a transparent model:
- 01
Consultation — free
30 minutes: we walk through the process, estimate the economics and scope the first phase.
- 02
Estimate and plan
Scope, timeline and cost fixed before the start — no hidden items.
- 03
Prepayment to start
A fixed advance covers tooling and environment setup. Infrastructure costs (server, APIs) are billed separately when your solution needs them.
- 04
Final payment on delivery
The closing payment comes after the agreed scope is delivered.
Guaranteed: the first working phase ships 2 weeks after the start. The rest follows a plan fixed in advance.
Cloud or your perimeter
Cloud deployment
Fast start: models via cloud APIs, the system on our or your VPS. Fits when perimeter requirements are standard.
On-premise deployment
Models and data fully inside your perimeter — on your hardware or a dedicated server. For healthcare, finance and anyone whose data can't leave.
Hybrid
Sensitive data is processed locally, the rest in the cloud. A balance of cost and requirements.
Risks and limitations
- Call recording must be legal: we configure recording notices in line with the applicable law.
- AI fills cards from facts in the conversation — calls made outside the CRM telephony won't reach the system.
- For the first couple of weeks it's worth spot-checking summaries: extraction rules adapt to your specifics.
Common questions about this task
Managers will resent being "listened to"
In practice it's the opposite: AI removes their least favorite chore — feeding the CRM. Most telephony systems record calls anyway.
We have a custom-built CRM
If it has an API, we integrate. We'll size the effort during the audit.
How accurate are call summaries?
Modern transcription handles English and Russian speech reliably, and summaries are always verifiable — the full recording sits right next to them.
Want the same result?
Send a request — in 30 minutes we'll analyze your process and tell you how much time and money automation will save.
Free consultation