What it is about?
Automation of generating offers based on a free consultation
Business context
Before implementing the automatic offer generation system, the process of creating personalized proposals for potential customers in Rafaldo was time-consuming and required manual work.
After a free initial call with the customer, sales consultants had to manually analyze the notes to understand the customer's needs, which often led to delays and errors in the final offers.
This process not only slowed down the company's response time, but also limited its ability to scale its business.
The problem
We have noticed the need to improve the process of preparing offers to shorten the response time to customer inquiries and increase the tailoring of services to their individual needs.
Initial interview notes are often chaotic.
The process of manually analyzing notes from initial conversations and matching services took up valuable time for me or Kuba, which delayed the delivery of the offer to the new client.
Additionally, it often happens that the free consultation is conducted by a person other than the person who creates the offer.
This causes additional communication problems and delays in delivering the offer to the customer
The 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 personalized 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.
Result
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.
Numbers
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.
Technologies used
- Google Meet - for online conversations - Fireflies.ai - automatic meeting notes - Notion.so - meetings database - Google Slides - creating presentations based on a template - Make.com - integrator of the above tools