The use of AI is changing the way software firms capture the needs of the clients, analyze, and take actions. Speed and accuracy in communication with the client is essential in the industries where cryptocurrency and AI-based solutions move as quickly as possible. The progressive businesses are now using automation in order to convert raw meeting information into viable business results-in-real time.
One of the AI oriented software firm and crypto department collaborated with eXelor and transformed its sale and proposal system. We together created a complete customer call and message to business proposal workflow that can listen, learn, and act on the input and process the client calls and messages into attached business proposals with minimal human interventions
From Call Transcripts to Automated Business Documents
The solution identifies call and written correspondence input, automatically transcribes the input, and marries the identified key business indicators – budgets, timelines, decision criteria, stakeholders, and pain points.
With the help of AI analysis, such insights are turned into full-fledged, finished proposals. Both documents contain an executive summary, analysis of the current situation, a suggested solution, a timeline and milestones, investment choices, and an ROI calculator.
The system natively works with Otter.ai to do transcription, OpenAI to identify the patterns of understanding the natural language and n8n to organize the automation, and PandaDoc to create dynamic-generating documents – all are synchronized to the CRM of the company.
AI-Driven Proposal Automation That Accelerates the Sales Cycle
By automating proposal generation, the company shortened its sales cycle dramatically. The AI layer tailors tone, structure, and messaging to each client-whether the approach is diagnostic, implementation-focused, or strategic partnership-oriented.
Follow-up tasks, notifications, and CRM updates happen instantly, allowing sales teams to focus on relationships instead of routine. With every iteration, the system learns and adapts, producing even more relevant and persuasive content over time.
Faster, Smarter, More Accurate with AI
Such change puts the company on the lead in AI-aided business development. What required hours with manual work now happens in minutes – even with greater accuracy and client loyalty.
The combination of conversational AI, automation, and intelligent document creation has helped the company not only to become more efficient but also to enhance the way the company speaks value to its clients.
What was automated?
- AI-driven transcription of client calls and messages via Otter.ai
- Automatic extraction of sales insights – budgets, timelines, decision factors, and pain points
- Smart proposal generation using OpenAI GPT with ROI calculators and delivery schedules
- End-to-end workflow automation through n8n and PandaDoc API integration
- Real-time CRM synchronization with HubSpot for proposal tracking and deal management
Technologies used
- AI & NLP: OpenAI GPT models, prompt engineering, tone and language adaptation
- Speech & Transcription: Otter.ai integration
- Automation Framework: n8n workflow orchestration
- Web Automation: Puppeteer (data scraping & pipeline triggers)
- Document Automation: PandaDoc API (dynamic proposal generation)
- CRM Integration: HubSpot / custom API connectors
- Data Processing: Node.js, RESTful API communication
- Proposal Intelligence: ROI calculator generation, executive summary synthesis
- Notifications: Slack / Email agents
- Security & Access: Role-based control, cloud integration
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