Smarter Week

AI and automation by role

How Inside Sales Reps can use AI and automation

Below are 12 common tasks for Inside Sales Reps, 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: Inside Sales Representative, Inbound Sales Rep, Sales Associate, Telesales, Sales Coordinator, Sales Support

Find your own hour leaks, free See the fixes

Task 1 · typically 15 min, every day

Answer inbound enquiries and qualify leads

Software featureBest fix

Let the website qualify the lead and book the meeting

Form routing and AI chat (Chili Piper, HubSpot Customer Agent (Breeze), Qualified, Fin by Intercom) ask the basic questions and put good leads straight on your calendar.

Typically saves about 35% of the time2 h to set up
  1. 1List the three or four questions you ask every inbound lead.
  2. 2Add them to the website form or chat agent.
  3. 3Connect it to your calendar so qualified leads book directly.
  4. 4Review the conversations weekly and adjust the questions.

Tools: Chili Piper · HubSpot Customer Agent (Breeze) · Qualified · Fin by Intercom · Calendly routing forms

One more way to fix it
Software feature

Save your common answers as snippets and templates

HubSpot snippets, Outlook My Templates, Gmail templates or a text expander insert answers you write every day with a shortcut.

Typically saves about 30% of the time30 min to set up
  1. 1List the ten answers you type most (pricing ranges, shipping, next steps).
  2. 2Save each as a snippet or template with placeholders.
  3. 3Share the set with your team.
  4. 4Update them when products or prices change.

Tools: HubSpot snippets and templates · Outlook My Templates · Gmail templates · TextExpander or Text Blaze

How to automate this task

Task 2 · 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 3 · 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 4 · 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 5 · typically 20 min, every day

Chase prospects who have gone quiet

Software featureBest fix

Put follow-ups into a sequence so they send on schedule

Sequences send a planned series of emails and call tasks and stop automatically when the person replies, so you never have to remember who to chase.

Typically saves about 50% of the time1 h to set up
  1. 1Use what your CRM or sales tool has: HubSpot sequences, Salesforce Sales Engagement cadences, Outreach, Salesloft or Apollo sequences.
  2. 2Build one sequence for each common situation (cold, post-demo, gone quiet).
  3. 3Mix automatic emails with manual tasks for calls and personal touches.
  4. 4Check reply and meeting rates monthly and rewrite the weakest step.

Tools: HubSpot sequences · Salesforce Sales Engagement · Outreach · Salesloft · Apollo

One more way to fix it
Process fix

Agree a fixed number of follow-ups, then close the loop

Endless chasing eats time on deals that are already dead. A set cadence ending in a polite breakup email frees the time and often gets a reply.

Typically saves about 30% of the time20 min to set up
  1. 1Agree as a team how many touches before a deal or lead goes cold (for example 6 over 3 weeks).
  2. 2Write one short breakup email that asks if you should close the file.
  3. 3Mark the deal lost or nurture after it, with a reason.
  4. 4Let marketing nurture handle it from there.

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

How to automate this task

Task 6 · typically 60 min, every day

Make call blocks and leave voicemails

Software featureBest fix

Use a power dialer with voicemail drop

Dialers like Orum, Nooks, Aircall or the built-in calling in HubSpot, Salesloft and Outreach dial your list back-to-back, drop a recorded voicemail and log the call.

Typically saves about 35% of the time45 min to set up
  1. 1Check what dialer your sales tools already include.
  2. 2Record two short voicemails to drop with one click.
  3. 3Load a call list from the CRM and dial in a set block.
  4. 4Let the dialer log outcomes to the CRM automatically.

Tools: Orum · Nooks · Aircall · HubSpot calling · Salesloft or Outreach dialer

How to automate this task

Task 7 · 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 8 · 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

Task 9 · 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 10 · typically 10 min, every day

Find times and schedule meetings

Software featureBest fix

Send a booking link instead of trading emails

Outlook Bookings, Google Calendar appointment schedules or Calendly let people pick a time that already works.

Typically saves about 80% of the time15 min to set up
  1. 1Turn on the booking page built into your calendar (Outlook Bookings or Google appointment schedules), or use Calendly.
  2. 2Set your working hours and buffers.
  3. 3Paste the link in your signature and in replies that ask "when works?".

Tools: Microsoft Bookings · Google Calendar appointment schedules · Calendly

How to automate this task

Task 11 · 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 12 · 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

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.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both 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 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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