# Give your sales team a better first draft.

> We build workflows that prepare proposals, follow-ups and suggested CRM updates from the records your sales team can provide. Start with one recurring task and keep the rep responsible for the customer conversation.

**Turn an enquiry into a clearer starting point**

_Illustrative example_

**Enquiry notes**

- **Task:** Weekly operations reporting
- **Source systems:** To confirm
- **Reviewer:** To confirm

**Discovery brief**

> You need a weekly operations brief. To scope it, we still need to confirm the source systems, reviewer and expected volume.

**Rep review**

Check the request and open questions before replying to the prospect.

Keep missing details visible so a draft does not become an unsupported commitment.

## Prepare a proposal from the lead record

A useful proposal starts with what the prospect asked for, what your team can deliver and which past work is relevant. A pilot can assemble an introduction, CRM record, approved service information and comparable proposals into a draft in your format. The rep checks the fit, commitments and supporting evidence before using it.

For example, an inbound enquiry may mention a reporting problem but leave the data sources and implementation constraints unclear. The draft should state what is known, include questions for discovery and leave unsupported commitments open. A past proposal is reference material, not permission to reuse another customer's confidential information or promise the same outcome.

1. **Receive the lead** — Use an agreed trigger such as a submitted enquiry or a record selected by a rep.
2. **Match the context** — Identify the right contact, company and approved reference documents.
3. **Prepare the draft** — Use the team's format and flag missing scope details or conflicting information.
4. **Review** — Let the rep correct the proposal and decide how to follow up.

## Follow up from the available conversation

A follow-up should acknowledge the latest reply, the next step already promised and any unanswered question. We first check which correspondence and call notes are available. The workflow can then prepare a message for review rather than assuming it has read every exchange with the prospect.

Test a replied thread, a declined offer and an account assigned to a different rep. A polite draft is still wrong if it follows up after an opt-out or misses a promise made on a call. Existing CRM and sequence features may already handle these cases; assess those before building additional automation.

## Review CRM updates

Call notes and emails can support suggested changes to next steps, owners or deal stages. Present the existing field beside the proposed value and its source. The rep should be able to reject a suggestion without changing the record. Updates that affect a forecast or customer commitment need an agreed review policy.

A first pilot can produce an update list without writing to the CRM. Direct updates require a verified connection, permission checks and handling for records that change while a suggestion is waiting. Duplicate requests must not create duplicate tasks or notes.

## Bring renewal questions to the account owner

Where the team also handles renewals, a review note can collect open issues, the renewal date and recorded commitments. Treat a quiet email thread as a question to investigate, not proof that a customer will leave. The [client services page](https://genaima.ai/solutions/client-services) describes this workflow in more detail.

## Agree what the rep reviews

**Example boundaries for a sales pilot**

| Step | Review requirement |
| --- | --- |
| Read approved lead records | Use only the sources and account access agreed for the pilot. |
| Draft a proposal or follow-up | Show supporting references and missing information. |
| Suggest a CRM field change | Show old and new values to the record owner. |
| Send to a prospect | Keep manual initially; add automation only with tested approval and recipient controls. |
| Make a commercial commitment | Refer to the authorised sales owner and approved terms. |

## Check access to your CRM and documents

A CRM export and a small set of approved examples may be sufficient to evaluate the draft. Ongoing access to HubSpot, email, shared documents or another system depends on the interfaces and permissions available. We confirm update timing, ownership and data handling before including a connection. See [how implementation works](https://genaima.ai/how-it-works) and the [security requirements](https://genaima.ai/security).

## Questions sales leaders ask

### How do we judge whether the drafts are useful?

Compare a representative set with the team's current work. Record factual corrections, unsupported commitments, review time and whether the proposed next step fits the conversation. Use the same acceptance criteria for each example.

### Will this improve our conversion rate?

That would need evidence from your sales process. A pilot can first measure draft quality and time spent preparing and reviewing work; those measures do not by themselves prove additional sales.

### Do we need to change CRM?

We begin by checking what the current CRM can provide and what its existing features already solve. A replacement is not assumed.

### What happens when information is missing?

The draft should show the gap or ask a question. During evaluation, include incomplete records and conflicting notes to check whether that behaviour is reliable.

- [Launch your autopilot](https://genaima.ai/contact) — Tell us whether proposals, follow-ups or record updates take the most time.

## Related

- [Client services](https://genaima.ai/solutions/client-services)
- [How a workflow runs](https://genaima.ai/how-it-works)
- [Security & governance](https://genaima.ai/security)
- [Risk-classifying AI agent actions](https://genaima.ai/insights/risk-classify-ai-agent-actions)

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