Smarter Week

AI and automation by role

How Account Managers can use AI and automation

Below are 13 common tasks for Account Managers, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Account Manager, AM, Key Account Manager, Client Partner, Renewals Manager, Strategic Account Manager

Find your own hour leaks, free See the fixes

Task 1 · typically 30 min, every day

Log calls and update deals in the CRM

Software featureBest fix

Turn on automatic email and meeting logging in your CRM

Most CRMs can log every email and calendar meeting with a contact on their own. You stop copying activity in by hand and only add the notes that matter.

Typically saves about 50% of the time30 min to set up
  1. 1Find the setting: Salesforce Einstein Activity Capture, HubSpot inbox and calendar connection with auto-log, Pipedrive email sync, or Dynamics 365 Sales auto-capture.
  2. 2Connect your Outlook or Google inbox and calendar.
  3. 3Exclude personal and internal domains so only customer activity is logged.
  4. 4For a week, check that deals show the emails and meetings, then stop logging them manually.

Tools: Salesforce Einstein Activity Capture · HubSpot email and calendar sync · Pipedrive email sync · Dynamics 365 Sales auto-capture

2 more ways to fix it
Software feature

Let your call recorder write the notes into the deal

Gong, Fathom, Avoma, Sybill and HubSpot or Salesforce call tools write the summary, next steps and qualification fields and push them to the CRM record.

Typically saves about 55% of the time45 min to set up
  1. 1Check what you already have: Gong, Fathom, Avoma, Sybill, Zoom AI Companion, or the CRM's own call recording.
  2. 2Connect it to your CRM and map the summary and next steps to the deal.
  3. 3If your team uses MEDDICC or BANT, turn on the field suggestions so it fills those in for you to approve.
  4. 4Review each suggestion after the call and click accept, instead of typing notes.

Tools: Gong · Fathom · Avoma · Sybill · HubSpot conversation intelligence · Salesforce Einstein Conversation Insights

Process fix

Cut CRM fields down to the ones someone actually uses

Many CRMs ask reps for fields nobody reports on. Removing them, and only asking at the stage where they matter, saves time on every update.

Typically saves about 25% of the time2 h to set up
  1. 1Export the list of fields on the deal and contact records.
  2. 2Ask managers and ops which fields feed a report or a decision.
  3. 3Hide or remove the rest; make the important ones required only at the right stage.
  4. 4Review the list every quarter.

Tools: Salesforce, HubSpot, Pipedrive, Microsoft Dynamics 365 or Zoho CRM

How to automate this task

Task 2 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 3 · typically 90 min, once a month

Prepare QBRs and account review decks

AIBest fix

Have AI draft the account review from usage data and notes

Give AI the usage export, support history and your notes; it drafts the story, wins and recommendations for the deck so you only tidy it up.

Typically saves about 45% of the time10 min to set up
  1. 1Export the account's usage, tickets and contract data.
  2. 2Paste or upload them with your notes and the prompt below.
  3. 3Paste the output into your QBR template, or use Copilot in PowerPoint or Gemini in Slides to build the slides.
  4. 4Check every number against the source.
Prompt to copy
Draft a quarterly business review for [CUSTOMER]. Their goals this year: [GOALS]. Attached: [USAGE DATA, SUPPORT TICKETS, CONTRACT DETAILS]. Give me slide-by-slide content: 1) results against their goals with numbers, 2) what went well, 3) issues and what we did, 4) three recommendations for next quarter, 5) renewal or expansion talking points. Use only the data provided; mark anything you are unsure of with [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Copilot in PowerPoint · Gemini in Google Slides

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 4 · typically 20 min, once a week

Keep track of renewals and contract end dates

AutomationBest fix

Have the CRM create renewal tasks months ahead

A workflow creates a task and reminder 120, 90 and 30 days before each contract ends, so renewals stop living in your head or a spreadsheet.

Typically saves about 60% of the time1 h to set up
  1. 1Make sure every closed deal has a contract end date field filled in.
  2. 2Build a workflow in HubSpot, Salesforce Flow, Pipedrive automations or Zoho to create tasks at set days before that date.
  3. 3Optionally create the renewal deal automatically at 120 days.
  4. 4Retire the renewals spreadsheet.

Tools: HubSpot workflows · Salesforce Flow · Pipedrive automations · Zoho CRM workflows

How to automate this task

Task 5 · typically 20 min, every day

Write follow-up emails after calls and demos

AIBest fix

Have AI write the follow-up email from the call transcript

Paste the transcript or summary from your recorder; AI drafts the recap, next steps and anything you promised to send.

Typically saves about 60% of the time5 min to set up
  1. 1Get the transcript or AI summary from Zoom, Teams, Gong, Fathom or your notetaker.
  2. 2Paste it with the prompt below.
  3. 3Check names, numbers and promised dates.
  4. 4Send, and paste the same summary into the CRM deal.
Prompt to copy
Here is the transcript of my call with [NAME] at [COMPANY]. Write a follow-up email that: thanks them in one line, recaps the two or three problems they described in their words, lists the agreed next steps with owners and dates, and attaches or mentions [WHAT I PROMISED TO SEND]. Under 150 words, plain and friendly. Do not add anything that was not said on the call.

Transcript:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Zoom AI Companion, Copilot in Teams, Gong or Fathom

One more way to fix it
Software feature

Let your call recorder write the notes into the deal

Gong, Fathom, Avoma, Sybill and HubSpot or Salesforce call tools write the summary, next steps and qualification fields and push them to the CRM record.

Typically saves about 55% of the time45 min to set up
  1. 1Check what you already have: Gong, Fathom, Avoma, Sybill, Zoom AI Companion, or the CRM's own call recording.
  2. 2Connect it to your CRM and map the summary and next steps to the deal.
  3. 3If your team uses MEDDICC or BANT, turn on the field suggestions so it fills those in for you to approve.
  4. 4Review each suggestion after the call and click accept, instead of typing notes.

Tools: Gong · Fathom · Avoma · Sybill · HubSpot conversation intelligence · Salesforce Einstein Conversation Insights

How to automate this task

Task 6 · typically 20 min, a few times a week

Take notes and send recaps after meetings

AIBest fix

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

How to automate this task

Task 7 · typically 60 min, once a week

Build proposals, quotes and pricing

Software featureBest fix

Build proposals from templates that pull prices from the CRM

PandaDoc, Proposify, Qwilr, DocuSign CLM, HubSpot quotes or Salesforce CPQ fill in the customer, products and pricing from the deal, so you only edit the custom parts.

Typically saves about 50% of the time2 h to set up
  1. 1Pick the tool your team has or one that connects to your CRM (PandaDoc, Proposify, Qwilr, HubSpot quotes, Salesforce CPQ).
  2. 2Turn your best recent proposal into a template with fields for customer and pricing.
  3. 3Store approved blocks (case studies, terms, team bios) in the content library.
  4. 4Create each new proposal from the deal record, add the custom section, and send for e-signature from the same tool.

Tools: PandaDoc · Proposify · Qwilr · HubSpot quotes · Salesforce CPQ

One more way to fix it
AI

Start from an AI first draft, never a blank page

Give the AI your notes, the audience and an example you liked; you spend your time editing, which is faster and better.

Typically saves about 45% of the time5 min to set up
  1. 1Gather your notes, bullet points and a past document you liked.
  2. 2Tell the AI who it is for and what it must achieve.
  3. 3Ask for an outline first, adjust it, then ask for the full draft.
  4. 4Edit for facts and your voice.
Prompt to copy
You are helping me write a [TYPE OF DOCUMENT] for [AUDIENCE]. The goal is [WHAT IT MUST ACHIEVE]. Here are my notes: [PASTE]. Here is an example I like the style of: [PASTE]. First give me an outline. After I approve it, write the full draft. Don't invent facts; mark anything you are unsure of with [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 8 · typically 20 min, every day

Hunt for files, numbers or answers someone already has

Software featureBest fix

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

One more way to fix it
Process fix

Agree one home for each kind of file

Most searching comes from the same thing living in three places. Pick one place per type and link to it.

Typically saves about 35% of the time1 h to set up
  1. 1List the five things people search for most.
  2. 2Pick one home for each (one folder, one wiki page, one system).
  3. 3Pin the links in your team channel.
  4. 4Move or delete the copies.

Tools: SharePoint, Google Drive, Notion or Confluence

How to automate this task

Task 9 · typically 20 min, a few times a week

Wait on discount, legal and deal-desk approvals

Process fixBest fix

Publish discount bands so most deals need no approval

If reps know what they can offer without asking, only the unusual deals go to the deal desk, and those get answered faster.

Typically saves about 40% of the time2 h to set up
  1. 1Look at last quarter's approvals: what share were approved as asked?
  2. 2Set bands (for example up to 10% rep, up to 20% manager, above that deal desk).
  3. 3Write a one-page approval guide with standard legal fallback positions.
  4. 4Put the remaining approvals in a tracked flow with a 24-hour target.

Tools: Salesforce or HubSpot approval rules · Slack or Teams approvals

One more way to fix it
Automation

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Task 10 · typically 30 min, once a week

Update the forecast and pipeline before the weekly call

Software featureBest fix

Forecast in the CRM instead of a side spreadsheet

HubSpot forecasts, Salesforce Collaborative Forecasts or Clari roll up deals automatically, so updating the forecast is a few clicks on deals you already maintain.

Typically saves about 50% of the time1 h to set up
  1. 1Turn on the forecast tool your CRM includes, or Clari if your company has it.
  2. 2Agree forecast categories (commit, best case, pipeline) and map them to deal stages.
  3. 3Retire the forecast spreadsheet; managers review in the CRM view.
  4. 4Spend the saved time updating the deals themselves.

Tools: HubSpot forecasts · Salesforce Collaborative Forecasts · Clari · Pipedrive revenue forecast

One more way to fix it
Process fix

Review only the deals that changed or are at risk

Walking every deal every week wastes the room's time. A filtered list of deals that moved, slipped or went quiet keeps the meeting short.

Typically saves about 40% of the time30 min to set up
  1. 1Build a CRM view: deals with a changed close date, amount or stage, or no activity in 14 days.
  2. 2Reps add a one-line update on those deals before the meeting.
  3. 3Discuss only that list and the big deals; cut the meeting to 30 minutes.
  4. 4Ask the AI in your CRM or notetaker to summarize changes since last week.

Tools: Salesforce, HubSpot, Pipedrive, Microsoft Dynamics 365 or Zoho CRM · Clari or Gong Forecast

How to automate this task

Task 11 · typically 45 min, once a week

Sit in status or update meetings

Process fixBest fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

How to automate this task

Task 12 · typically 60 min, once a week

Build or update spreadsheet reports by hand

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 13 · typically 30 min, every day

Copy the same information between systems or spreadsheets

AutomationBest fix

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up
  1. 1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
  2. 2Check if the two tools already have a built-in integration; turn it on if so.
  3. 3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
  4. 4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.
Have you asked AI to build a spreadsheet formula, pivot or chart for you?
You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.
Have you asked an AI that can see your company files a question, instead of digging through folders?
Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.
Have you tried running your standup as a written check-in in chat instead of a call?
Bots like Geekbot or a Slack or Teams workflow ask everyone the same three questions each morning and post the answers. You only meet when someone is blocked.
Have you turned on automatic email and meeting logging in your CRM?
Salesforce, HubSpot and most CRMs can log every email and meeting with a customer for you once you connect your inbox and calendar. You only add the notes that matter.
Does your call recorder write your call notes into the CRM for you?
Tools like Gong, Fathom or Avoma record the call, write the summary and next steps, and push them to the deal. You check and click accept.

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