Business AI Automations
Sales & CRM Automations
4 min read
Sales teams spend too much time on administrative tasks instead of selling. These AI automations handle lead qualification, follow-ups, and proposals—letting your team focus on closing deals.
Blueprint 1: Lead Qualification Engine
Automatically score and route leads based on AI analysis of their inquiry.
WORKFLOW: Smart Lead Qualifier
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TRIGGER: New lead (form submission, email, or chatbot)
│
▼
AI STEP: Analyze and score lead
│
│ Prompt:
│ "You are a sales analyst. Analyze this lead and score them.
│
│ Lead Data:
│ - Name: {{form.name}}
│ - Company: {{form.company}}
│ - Email: {{form.email}}
│ - Message: {{form.message}}
│
│ Scoring Criteria:
│ - Budget mentioned ($10K+ = hot)
│ - Timeline (this quarter = hot, exploring = warm)
│ - Company size (enterprise = +1 level)
│ - Specific use case mentioned = +1 level
│
│ Output (JSON):
│ {
│ 'score': 'hot/warm/cold',
│ 'company_size': 'enterprise/mid-market/smb/unknown',
│ 'budget_range': 'extracted or estimated',
│ 'timeline': 'immediate/this_quarter/exploring',
│ 'key_need': 'main pain point in one sentence',
│ 'suggested_approach': 'how to approach this lead'
│ }"
│
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ACTION: Create/Update CRM contact with AI enrichment
│
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PATH: Based on score
│
├── [hot] → Notify SDR immediately via Slack
│ → Schedule intro call (Calendly link)
│
├── [warm] → Add to nurture sequence
│ → Send personalized follow-up email
│
└── [cold] → Add to newsletter list
→ No immediate action
Blueprint 2: Meeting Notes & Follow-Up Generator
Transform meeting recordings into actionable follow-ups automatically.
WORKFLOW: Meeting Follow-Up Automation
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TRIGGER: Meeting recording completed (Zoom, Google Meet, Teams)
│
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ACTION: Get transcript from recording platform
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AI STEP: Analyze meeting and generate follow-up
│
│ Prompt:
│ "Analyze this sales meeting transcript and create follow-up materials.
│
│ Transcript: {{meeting.transcript}}
│ Attendees: {{meeting.attendees}}
│ Duration: {{meeting.duration}}
│
│ Generate:
│ 1. SUMMARY: 3-5 bullet points of key discussion topics
│ 2. ACTION_ITEMS: Tasks mentioned, with owners if stated
│ 3. CONCERNS: Any objections or hesitations raised
│ 4. NEXT_STEPS: Agreed-upon next steps
│ 5. FOLLOW_UP_EMAIL: Draft a follow-up email summarizing
│ the meeting and confirming next steps"
│
▼
ACTIONS (parallel):
├── Create tasks in CRM for action items
├── Save meeting notes to deal record
├── Create draft email in Gmail/Outlook
└── Notify account owner via Slack
Blueprint 3: Proposal Draft Generator
Create personalized proposal drafts based on discovery call notes.
WORKFLOW: Proposal Draft Generator
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TRIGGER: Deal moves to "Proposal" stage in CRM
│
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ACTION: Fetch deal and contact information from CRM
│
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AI STEP: Generate proposal content
│
│ Prompt:
│ "Create a proposal draft for this sales opportunity.
│
│ Company: {{deal.company}}
│ Contact: {{deal.contact_name}}, {{deal.contact_title}}
│ Industry: {{deal.industry}}
│ Deal Size: {{deal.amount}}
│ Notes: {{deal.notes}}
│ Products Interested: {{deal.products}}
│
│ Using our proposal template, generate:
│ 1. EXECUTIVE_SUMMARY: Personalized intro addressing their needs
│ 2. SOLUTION_FIT: How our products solve their specific problems
│ 3. IMPLEMENTATION: Suggested timeline based on their urgency
│ 4. PRICING_CONTEXT: Value-focused framing for the investment
│ 5. CASE_STUDY_MATCH: Which customer story is most relevant
│
│ Tone: Professional, consultative, not salesy"
│
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ACTION: Create document in Google Docs from template
│
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ACTION: Insert AI-generated content into template
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ACTION: Notify sales rep that proposal draft is ready
Blueprint 4: Win/Loss Analysis
Automatically analyze closed deals to extract insights for improvement.
WORKFLOW: Deal Analysis Engine
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TRIGGER: Deal closed (won or lost)
│
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ACTION: Fetch complete deal history from CRM
│ - Emails, call notes, meeting transcripts
│
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AI STEP: Analyze the deal journey
│
│ Prompt:
│ "Analyze this completed sales deal and extract insights.
│
│ Outcome: {{deal.status}} (Won/Lost)
│ Company: {{deal.company}}
│ Deal Value: {{deal.amount}}
│ Sales Cycle: {{deal.days_in_pipeline}} days
│ Competitor: {{deal.competitor}} or 'None'
│
│ Deal History:
│ {{deal.activity_log}}
│
│ Analysis:
│ 1. KEY_FACTORS: Top 3 reasons for outcome
│ 2. TURNING_POINT: Critical moment in the deal
│ 3. COMPETITOR_IMPACT: How competitor affected decision (if any)
│ 4. IMPROVEMENTS: What could have been done differently
│ 5. PATTERN_MATCH: Similar deals we've seen before
│ 6. LESSON: One sentence takeaway for the team"
│
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ACTIONS:
├── Update CRM with analysis fields
├── Add to win/loss database (Airtable)
│
└── If patterns detected:
→ Notify sales manager for coaching opportunity
Blueprint 5: Automated Follow-Up Sequences
Keep leads warm with personalized, AI-generated follow-up messages.
WORKFLOW: Smart Follow-Up Engine
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TRIGGER: Lead hasn't responded in X days
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ACTION: Fetch lead history and previous communications
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AI STEP: Generate contextual follow-up
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│ Prompt:
│ "Generate a follow-up email for this lead who hasn't responded.
│
│ Lead: {{lead.name}} at {{lead.company}}
│ Original Interest: {{lead.initial_inquiry}}
│ Previous Emails Sent: {{lead.email_count}}
│ Days Since Last Contact: {{lead.days_silent}}
│ Industry: {{lead.industry}}
│
│ Guidelines:
│ - If 1st follow-up: Gentle check-in, add value
│ - If 2nd follow-up: Share relevant case study
│ - If 3rd follow-up: Offer different approach/timing
│ - If 4th follow-up: 'Break-up' email, leave door open
│
│ This is follow-up #{{lead.email_count + 1}}.
│ Keep under 100 words. Be helpful, not pushy."
│
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ACTION: Create email draft (don't send automatically)
│
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ACTION: Notify sales rep to review and send
Quick Reference: Sales Automation Triggers
| Trigger | Platform | Use Case |
|---|---|---|
| New lead/contact | Salesforce, HubSpot, Pipedrive | Lead qualification |
| Deal stage change | Any CRM | Proposal generation, alerts |
| Meeting completed | Zoom, Meet, Teams | Follow-up creation |
| No activity X days | CRM automation | Re-engagement |
| Deal closed | Any CRM | Win/loss analysis |
Integration Tips
| CRM | Best Integration Method |
|---|---|
| HubSpot | Native Zapier/Make integration, workflows |
| Salesforce | Custom flows + Zapier/Make for AI |
| Pipedrive | Zapier has deep integration |
| Close.com | Zapier or API webhooks |
Next: Let's explore operations and HR automations that streamline internal processes. :::