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Customer issue
Case study: Automate note-taking and proposal creation for a consulting firm
Customer issue
In this consulting firm, each consultant carries out several discovery calls per week with prospects.
Until recently, the process that followed was 100% manual:
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The consultant himself wrote the report of the call
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Then he created a sales proposal made-to-measure
The result? Hours wasted every week, a heavy mental workload, and delays in sending out proposals.
The company wanted a more fluid system, without sacrificing quality or personalization.
Context
With a team of experienced consultants and a high-end positioning, this firm couldn't afford to automate by halves.
Each report had to be clear, structured and faithful to the exchange.
And each proposal had to integrate prices, special offers, technical constraintsetc.
So we needed a a reliable AI agent, consistent with the brand's image, and able to understand offers and business vocabulary.
Problems arising
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Time spent on low value-added tasks (notes, e-mails, documents)
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Inconsistencies in report or proposal formats, depending on the consultant
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Risk of forgetting key information (dates, budgets, customer requirements)
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Delays too long between call and proposal submission
Work carried out by ActivDev
What we have put in place
1. AI agent for call reporting
Right after each call:
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The recording is transcribed automatically via Letterly
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An AI agent reads the transcript and generates a structured reporting according to a template defined by the firm (headings: background, needs, next steps, etc.).
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The AI knows the firm's services, references and positioning (thanks to a built-in memory): it knows what's relevant to highlight
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The minutes are :
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Stored in Google Drive
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Sent by email to the consultant, as text + draft in his/her Gmail inbox, ready to be sent to the prospect
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AI is also quick to automatically add dates, figures and the prospect's objectivesetc.
The consultant only needs to read over and validate.
2. AI agent for sales proposal
Once the minutes have been validated :
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A second AI agent retrieves this CR
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It generates complete sales proposal (Word or PDF format), with :
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The good ones services offered
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The appropriate prices (known from memory + internal documents)
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From customized blocks according to customer profile
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The proposal is automatically saved in the correct Google Drive folder
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A standard email with proposal attached is generated as a draft for the consultant
This agent is trained on the firm's offerings, pricing rules, existing customer casesetc.
He knows adapt tone, format and content to the company's business reality.
Tools used
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n8n to orchestrate automation
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Letterly (or Otter/Noota): for audio transcription of calls
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OpenAI + RAG (memory) to generate reports and proposals, taking into account internal offers and services
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Google Drive centralized document storage
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Google Workspace automatic emailing + drafts in Gmail
Results
2 hours saved per call on average
Total alignment internal standards (same format, same structure)
Shorter lead times between call and proposal (often sent in the same day)
Zero loss of information → everything is captured and structured as soon as the exchange ends
Consultants can concentrate on their core businessmore focused on relationships and sales
Humane, efficient automation
This project has enabled the consulting firm to reach a new milestone:
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Fewer repetitive tasks
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More responsiveness
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A more professional image in trade
The whole without losing the human touchThis is because the consultants are always the decision-makers - they proofread, adapt if necessary, and stay in control.
But they no longer start from scratch.
Results
-89% of contract drafting time