AI Transcriptions for Sales – Speed Up Sales Processes with AI

What problems does the use of artificial intelligence solve for sales calls summaries?

Automatic Transcription of Conversations is a technology that “listens” to your meetings and converts them into text — 1:1 consistent with what has been said. Thanks to this, you get a detailed record of the course of the conversation in real time. It is possible to transcribe online meetings held, for example, on Google Meets or Zoom, as well as telephone conversations (in this case, special VoIP solutions are used).

Thanks to the use of artificial intelligence, these raw transcripts can be automatically divided into clear notes, summaries, to-do lists or key information for further analysis. Such solutions are already used, among others, in HR departments, customer service and for internal company meetings. In this article, we'll show you how to use them to improve your sales processes — in our opinion, this is where automatic transcription of meetings does the most work! But if you want to know how this technology is improving other sectors, read our blogpost How to use automated AI transcriptions in the company?

Now that you know how transcription works and what opportunities it offers, let's take a look at the real challenges that sales departments face on a daily basis. The examples given by us are the problems that we and our clients have encountered. However, remember that automation of business processes is a very flexible technology. If your business is facing other challenges, it is possible to tailor solutions to your specific needs.

Lack of transparency in the sales team

There are several salespeople in your company who talk to customers every day? If so, then you probably know the problem: there are a lot of conversations, but their course remains “in the heads” of sellers or in chaotic notes. Managers do not have full insight into how many conversations actually took place, what topics were discussed, and at what stage of the process a given customer is. This makes control of the entire sales department limited and cooperation between salespeople difficult.

The solution?

With automatic transcription of recordings, any telephone conversation or online meeting can be saved and organized. Such an automated sales process may look like this:

1. Monitoring of telephone calls — Special VoIP solutions allow you to record a full transcript of calls with leads. The seller using a separate number, purchased for example with the VoIP system Zadarma or Ringostat, only needs to inform the potential customer that the call is being recorded. When the connection is complete, the automation downloads the audio file and generates a transcript.
2. Online meeting monitoring — Creating real-time transcripts based on conversations on platforms such as Google Meet or Zoom can work in a similar way.
3. Integration with CRM — Appropriate tool integrations mean that we can store meeting transcripts both in a dedicated database and simply in the company's CRM system. Managers, see in it exactly: how many conversations were conducted, what were their results and what actions the trader took. Such an analysis of conversations makes it possible to reliably assess the effectiveness of the team and transform the collected information about customers into a real competitive advantage.
4. Common communication channel — to increase the transparency of sales processes, conversation summaries can also be automatically sent to a shared channel in Slack or  group This keeps all salespeople up to date on customer issues and challenges — not only those who lead themselves, but also those of other team members. This opens up space for mutual support, exchange of knowledge and facilitates the acquisition of customers in the event of a holiday or illness of the t

Stacks of notes and lack of focus during meetings

During sales conversations, the salesperson should be able to focus 100% on the customer — listen to their needs, ask questions and build a relationship. In practice, however, it often looks different. The seller must keep notes at the same time so as not to forget about important findings. It's easy to skip something, write it down imprecisely, or just lose a note. This often leads to reconnecting with the customer just to “remember” the details — which in turn reduces professionalism and lengthens your sales process.

The solution?

Automatic call transcription eliminates the need to manually take notes and allows the salesperson to fully focus on the customer. And when the whole thing goes into CRM, the knowledge is not only secured, but also organized in such a way that it can be easily analyzed and drawn conclusions:

1. Knowledge Aggregation in CRM — as we wrote above, all automatic transcripts of meetings and phone calls can be saved in your CRM system. Thanks to this, any information is easily accessible and there is no need to worry that some notes will “get lost”.
2. All communication channels in one place — CRM can also be attached to data from other sources, e.g. from emails or SMS messages. This gives the trader a complete picture of the history of contact with the customer, regardless of the channel in which it took place. No more sales processes that drag on indefinitely, because someone forgot to include a certain issue in the offer, or confused the amount of money that the customer agreed to.
3. AI Agent Support — when notes and conversations get very much done, you can go one step further and implement so-called AI agents who will answer our questions in a matter of seconds. An example? The trader has been running the lead for two months now and wants to see if he was interested in a specific package at the beginning of the talks. Instead of searching through dozens of pages of transcripts, simply ask the agent — and because they have access to a full transcript of conversations and findings, the answer will appear instantly.

Customer service and quote preparation takes too much time

Do salespeople in your company spend more time organizing notes, writing a summary, and preparing an offer than just talking to a customer? This is a very common problem in sales. Salespeople must review their records, compose a coherent summary email from them, and if the customer shows interest in a service or product — prepare a personalized offer based on the findings. All this consumes valuable time that could be used for further conversations or looking for sales opportunities. And although artificial intelligence will not conduct meetings with the client (because in B2B sales business relationships are key), it can significantly relieve your team in preparing any materials based on the text transcription of the conversation.

The solution?
Online transcription is a solid foundation for automated sales processes. With the right integrations with AI tools, the trader no longer has to start with a blank page during customer service:

1. Automated summary documents — based on the text transcript of the conversation, the AI generates a complete document, which can include, for example, a brief summary of the meeting in points, a “to do” list with assignment of responsibilities as well as key findings (e.g. scope of service, preferred dates, budget issues). Such a summary does not have to be plain text — it can be generated in any PDF template to be consistent with your company's corporate identity. The final content can always be edited before shipping. Thanks to such automation, the client immediately receives a professional document, the trader saves a lot of time, and the sales process remains transparent for both parties.
2. Automatic offers based on online transcripts — thanks to the fact that all the arrangements from the meetings go to a single database (e.g. in CRM), a properly prepared AI agent can quickly generate an offer based on the collected information. If the company has catalogued historical data, the system can additionally prompt prices by suggesting rates based on past valuations. The merchant is still in control — the document is fully editable, so you can make corrections, add personalized elements or offer a higher price. The whole process of preparing an offer, which would normally take up to several hours, can thus be reduced to a few minutes.

More about the possibilities of sales automation can be found in our article: https://www.sagiton.pl/en/blog/sales-automation-handling-leads-from-your-phone

In conclusion, what are the benefits of real-time transcription?

Companies that do not yet use AI transcription in their sales processes are processing customers more slowly and less accurately — and while this is not always apparent today, more and more digitalized businesses are implementing automated call transcription, which is likely to become the standard in the market. It is a technology that significantly improves the work of sales teams, allowing salespeople to fully focus on the customer without having to take notes. Automated transcription of meetings and phone calls makes it easy to aggregate knowledge in CRM and analyze conversations, and gives managers full insight into sales processes. If you want to implement similar solutions in your company, contact us — as Sagiton Automation we help companies digitize and automate sales processes in a way that increases their competitiveness in the market.