Automatic offer generation

Introduction

We automated internal process of offers generation inside rafaldo company

Client Background

rafaldo is company that streamline business process through nocode automation, building apps and organising internal data.

Challenge

Challenges

1. Long offer creation time: Preparing a single offer took up to 1 week.
2. Low conversion rate: The offer conversion rate was only 5%.
3. Information loss: Customer data was scattered across different systems and notes.
4. Frequent errors: Manual data entry led to many mistakes in the offers.
5. Difficulties in managing offers: Managing offer files was challenging due to their dispersion across various locations, files, and company folders.

Solution

We have introduced a system for automatic offer generation.

After each initial, free conversation with a client, notes from this meeting are sent to the system thanks to Fireflies.ai

AI analyzes the content of the conversation, identifying parameters such as:

• automation needs
• operational and strategic goals
• processes for automation

Then, based on the template in Google Slides, a personalised offer is generated and automatically sent to the person responsible for contact with the client.

It is also possible to send it directly to the customer.

So we decided to implement an offer automation system that:

• streamlined the recording of notes from conversations between sales representatives,
• integrated data from notes and customer situations with the Pipedrive CRM system,
• enabled automatic generation of personalized offers based on customer data from the CRM,
• improved the process of managing information.

Implementation

Implementation Process

1. Needs analysis: We mapped out the customer service process from meeting to sending the offer and managing files.
2. CRM integration: The CRM system was integrated with: ◦ meeting notes ◦ customer situation information in the CRM ◦ invoice data
3. Offers are saved in the appropriate directories on Google Drive and in the CRM.

Result

Before automation:

Creating the offer took 4-7 days and consisted of:

• analysis of notes after the meeting
• entering correct values in a specific field of the offer (company name, processes to be automated, strategic or operational challenges/problems, stakeholders, amount, duration, etc.)

Additionally, a sales employee had to manually complete each offer based on notes that another sales employee often keeps. This causes incomprehensibility and errors.

After automation:

Creating offers takes 1 minute from the moment of conversation. The additional time depends on the number of corrections we want to add.

Total time savings: We saved about 40 hours monthly due to internal offer automation and we are ready for processing more amount of clients

Technologies used

Conclusions

Reducing the time needed to prepare and send an offer to the client from several days to about an hour.

Increased precision of offers:

Personalized offers better respond to specific customer needs and expectations, which increases customer satisfaction.

Improved work efficiency:

Employees could focus on more strategic work aspects instead of manually preparing offers.

Comparision Before & After Automation