AI Call Summaries and CRM Updates
The call ends and the record is already right. Every call summarized in three lines, the CRM updated, the next step written and the follow-up task created, for agents, sales teams and firms across metro Detroit and Michigan.
Talk to usIn short
Every call your Michigan team takes, recorded with the caller told, summarized in three lines, and written into the CRM with the next step and the date, before the next call starts.
- The caller told, every time
- Three lines in your voice, a minute after
- Stage, next step and date set by your rules
- The follow-up task created before you forget it
Why the CRM is always a week behind
The call was good. The notes were never written.
Salesforce asked 7,775 sales professionals how they spend the week and found that 28% of it goes on selling. The rest is the record of the selling, and it is the part that never gets done well, because it competes with the next call and loses.
We build the system that writes the record in the minute after the call: the three-line summary, the stage, the next step, the follow-up date and the task, in the CRM you already run, by rules you wrote. Your team makes the calls. The CRM catches up on its own.
Illustrative. Callers are told the call is recorded, and the record that changes is yours, in the CRM you already run.
- 28%
- of a sales rep's week is spent actually selling; the rest is administration, meetings and updating records
- 7,775
- sales professionals surveyed for that figure
Salesforce, State of Sales, fifth edition, 2022.
In the work
Recorded, summarized, recorded again
Recorded, with the caller told
Every call announces that it is recorded, before anything else is said. The recording lives in your accounts and is kept for as long as your policy says.
Three lines, in the minute after
What they want, what they asked, what was agreed. Written the way you would write it if you had time, and attached to the call in the CRM before the next one starts.
The record updated
Stage, next step, follow-up date, the fields you care about, changed from what was said on the call. The rules for what changes what are yours, and you can override any of it.
The task created
“Send the staging guide, due tomorrow.” The thing you said you would do becomes a task with a date, assigned to you, before you have forgotten you said it.
Searchable, across every call
“What did she say about the kitchen?” answered from the recording, not from memory. Every call your team has had with a client, in one place, asked in plain words.
A coaching view, if you want one
What was asked, what objections came up, how long the caller talked. For a team lead, the week's calls as patterns rather than a list. Optional, and visible only to the roles you set.
Getting there
Connect, decide the fields, shape the summary, pilot, run
- 01
Connect the phone system and the CRM
The phone system you already use and the CRM you already run, through their own integrations. Calls come from the one, records live in the other.
- 02
Decide the fields
Which fields a call may change, what counts as a stage change, when a follow-up is set. Written down once, so the CRM reflects your process rather than a default.
- 03
Shape the summary
Three lines in your voice, with the things you always want captured. A real estate agent's summary and a service manager's are different, and the shape is set to yours.
- 04
Pilot on one person
Two weeks on one user's calls, with the summaries and the field changes checked against what they would have written. The rules are tuned from the misses.
- 05
Run it
Monitored, repaired when a vendor changes an API, reported monthly: calls summarised, fields updated, tasks created, follow-ups done on time.
Fitted work
What comes up here, specifically
The showing in the car
A Michigan agent takes the call between showings on Telegraph Road and writes nothing down. The summary is written for them, the CRM is updated and the follow-up is set, before they park at the next one.
The service call
For a trade in metro Detroit, the call log becomes the job notes: what the customer described, what was quoted, what was promised. The technician reads it in the truck instead of hearing it second-hand.
Two languages, one record
A call in Arabic or Spanish is summarised in English for the CRM, with the original kept. The record is complete either way, and the team member who follows up knows which language to use.
The insurer call
For a therapy clinic, the call with the adjuster about a no-fault claim is summarised and attached to the file as status: what was asked, what was promised, by when. Operational documentation, not a legal determination.
Right time when
When this is worth doing
A good fit
- The CRM is updated on Friday, from memory
- Follow-ups are promised on calls and forgotten by the next one
- Two people talk to the same client and neither knows what the other said
- You have a CRM and a phone system and they have never met
Not a fit
- You take a handful of calls a week and remember them
- There is no CRM yet, in which case that comes first
- You want calls recorded without telling the caller, which we will not build
Scope
What we do not build
Record without telling the caller
Every call announces the recording before anything else is said, whatever the local law allows. A recording a caller did not know about is a liability, not a record.
Decide the deal
The stage changes because a rule you wrote says a call like this one moves it. You can override any change, and the summary shows why it was made.
Use the calls for anything else
Recordings and summaries live in your accounts and are used to update your records. They are never used to train a model and never leave your systems.
Reasonable to ask
Before you commission it
Do callers know they are being recorded?
Yes, every time, before anything else is said. The announcement is yours to word and the recording is yours to keep or delete under your own retention policy. We build it that way regardless of what a given state's consent law requires.
Which phone systems does it work with?
The one you already use, through its own integration, and mobile calls through the business line app most systems provide. We do not name vendors until we have connected one for a client; tell us what you run and we will say exactly how it connects.
Does it work for texts and video calls?
Texts are summarised into the same record, and video calls through the platforms that provide a recording. The summary and the field changes work the same way whatever the channel.
Can it update our CRM automatically?
Yes, by rules you set. Some clients let it change every field; some let it draft the change and confirm with a tap. Either way the summary shows what changed and why, and you can override anything.
Who owns the recordings?
You do. They live in accounts you own, under a retention policy you set, and they are never used to train anything. If we stop working together, you keep them.
Tell us your phone system and your CRM.
Those two names are most of the scoping. We will tell you how they connect, what a summary would look like in your voice, and which fields a call would be allowed to change.
Talk to us