Before every meeting, a sales representative searches four systems at once

A sales representative calls a client. Or visits them in person. First, they need to know: what was agreed in the contract, what is the service agreement, how are things looking financially, and what is currently happening with customer service?

That sounds like four simple questions. But they require checking four different systems.

The contract is in SharePoint. The email history is in Outlook. Sales and margin details are in the financial system. Outstanding complaints and tickets are managed by the customer service team.

Every question takes time. Every single time. And without this step, you go into a meeting unprepared.

Walking in unprepared feels unprofessional. But preparing takes half an hour

This is the quiet frustration of many sales representatives. They want to be well prepared. But information is scattered across systems that do not talk to each other.

SharePoint has its own search function, which doesn't always find the right contract. Outlook is an archive of hundreds of emails. Finance only provides answers once you speak to the right person or open the report yourself. And customer service uses their own system, with its own access process.

The result: many sales reps prepare only halfway, or not at all. Not due to a lack of effort. But simply because it takes too much time.

The agent knows everything about the client and answers in a single sentence

The solution is an agent that can read all four systems simultaneously. The sales representative asks a single question. The agent searches SharePoint, Outlook, the financial system, and the customer service ticket system, and provides a clear summary.

No switching tabs. No calling colleagues. No opening reports.

Preparing for a client meeting now takes a few minutes instead of half an hour.

The agent searches contracts and agreements in SharePoint

When the sales representative asks: "What does the contract with client X state about notice periods?" The agent searches SharePoint and provides the answer, including the document number and contract date.

The agent reads email history in Outlook

What has been discussed with this client over the past three months? The agent searches through the email exchange and provides an overview. No scrolling through inboxes. No need to remember search terms.

The agent retrieves revenue and margin data from the financial system

What has this client spent over the past year? What is the margin? The agent reads the data directly from the financial system and provides a compact summary.

The agent displays open tickets and support updates from customer service

Are there complaints? Outstanding questions? What is currently happening with this client? The agent reads the latest tickets, giving the sales representative an accurate picture before they walk in.

About the platform

With system integrations, the agent reads real-time data from SharePoint, Outlook, your financial system, and your ticketing tool.

AIAIAI connects to the systems you already use. The agent in this case study simultaneously reads from Microsoft 365, Outlook, and the financial system. No data needs to be migrated or synchronised. The connection is set up once, and the agent retrieves the information whenever the user requests it.

The benefits for the sales team

Sales representatives enter every meeting better prepared. They know what is going on with the client, how the accounts stand, and whether there are any issues with customer service.

This makes conversations more constructive and avoids unexpected surprises.

Colleagues in finance and customer service receive fewer interruptions for questions the agent can answer themselves, leaving them with more time for work that requires their expertise.

Fewer routine tasks, more time for valuable work

A sales representative who saves 20 minutes a day searching for information wins back more than 80 hours a year. For a team of five, that is over 400 hours — equivalent to an extra sales representative for more than ten weeks.

The agent also works on the move

The sales representative has access to the same agent via the mobile app. On the way to a client, in the car, or in the waiting room. Preparation no longer needs to happen at the office.

The next step

To learn how this could support your sales team, please get in touch.