Use Case: AI Proposal Generation from Calls
What This Automation Does
Turn every Zoom, Teams or Google Meets call into automatic follow-up actions. The system transcribes calls, identifies what type of call it was, then takes the appropriate next steps without any manual work.
Why?: The Problem
After prospect/client calls, teams spend hours on follow-up tasks:
- Writing up meeting notes and action items
- Creating proposals based on sales conversations
- Logging support issues and assigning tickets
- Updating CRM records with call outcomes
- Sending follow-up emails with next steps
Most of this happens days later (if at all), when details are fuzzy and momentum is lost.
How It Works
The automation connects to your video calls and handles everything automatically:
- Transcribes the call as soon as it ends
- Extracts key information using AI analysis
- Classifies the call type (sales, support, onboarding, etc.)
- Takes appropriate action based on the classification
Updates your systems and sends follow-ups automatically
3+ Automation Paths (Endless Possibilities)
Path 1: Sales Calls → Instant Proposals & RFPs When the system detects a sales conversation, it extracts pricing discussions, project requirements, and timeline details. Then automatically generates a professional proposal or RFP response with payment links and sends it to the prospect within minutes. It then updates the sales stage and notes in the CRM.
Path 2: Customer Support → Ticket Creation & Assignment Support calls get processed differently. The system identifies the issue, creates support tickets in your help desk, assigns them to the right team member, and sends acknowledgment emails to customers with ticket numbers and expected resolution times.
Path 3: Everything Else → Custom Actions The system adapts to any call type you handle. Examples include:
- Onboarding calls → Task lists created and assigned to implementation team
- Job interviews → Candidate evaluations documented and sent to hiring managers
- Partnership discussions → Terms extracted and added to partnership pipeline
- Technical consultations → Requirements documented and development tasks created
- Compliance reviews → Audit findings logged and remediation tasks assigned
- Product feedback sessions → Feature requests categorized and added to product roadmap
Each path can be customized with your specific templates, workflows tools and integrations.
What Happens in Real Time
Here’s the actual sequence for a sales call with prospect “ABC Company”:
2:01PM: Google Meet call with ABC Company ends
2:01PM: System begins transcribing 45-minute recording
2:03PM: Transcription complete, AI extracts key points:
- Budget: $15K/month
- Timeline: Start in 30 days
- Pain points: Manual reporting takes 20 hours/week
- Decision maker: Present on call
- Next step: Proposal needed by Friday
2:03PM: System classifies call as “Sales – Hot Prospect”
2:04PM: AI generates proposal content using extracted information
2:04PM: Proposal populated in template with:
- Custom solution addressing 20-hour reporting problem
- $10K monthly pricing
- 30-day implementation timeline
- Payment link for first month
2:04PM: Slack/ Telegram/email notification sent to review proposal/RFP
2:11PM: Proposal sent to ABC Company contact via email
2:11PM: CRM updated: opportunity moved to “Proposal Sent” stage
Total automation time: 5 minutes from call end to proposal delivered
Technical Requirements
- Video call system (Google Meet, Zoom, Teams etc)
- CRM system (HubSpot, ClickUp, Pipedrive, Salesforce)
- Document generation tool (Google Docs, Notion)
- Email platform integration
- AI transcription and analysis engine
What This Solves?
Speed: Follow-ups happen within minutes instead of days. AI proposal generation from calls ensures hot prospects receive proposals within minutes.
Accuracy: AI captures details humans miss or forget
Consistency: Every call gets proper follow-up regardless of workload
Scale: Handle unlimited calls without additional staff time
Quality: Professional proposals and documentation every time
Tracking: Complete record of all call outcomes and next steps
Next Steps
Want to see how this works with your specific call types and tools? The system can be configured for any business that takes online meetings, interviews, podcasts etc and needs systematic follow-up.
Businesses can save 10+ hours per week on post-call admin while improving response times from days to minutes. Book a free audit now!