ViBe://AUTOMATE
AI Sales Coordinator
Your sales reps spend hours every week on work that isn't selling — updating CRM records, scheduling follow-ups, prepping meeting briefs, and tracking proposal status. An AI Sales Coordinator handles all of it so your reps stay in front of prospects.
What it handles
The coordination work, not the selling.
The AI Sales Coordinator processes triggers from your CRM, email, and calendar — taking defined actions automatically and surfacing exceptions to your team.
- Score and qualify new leads against your defined criteria
- Update CRM records with lead status, activity notes, and next steps
- Schedule follow-up tasks and reminders for reps
- Generate meeting prep briefs from CRM history and deal context
- Track proposal status and flag deals with no recent activity
- Draft follow-up email sequences for rep review and approval
Systems it connects to
Built into your existing stack.
No new tools for your team to learn. The AI Sales Coordinator reads from and writes to the systems they already use.
Reads lead data, updates records, logs activity
Monitors inbound, drafts follow-ups, reads thread context
Schedules meetings, sends invites, blocks prep time
How it runs
Trigger → Action → Approval.
Every action starts with a defined trigger. The AI processes inputs, takes action, and escalates anything requiring human judgment.
Human approval points
Where your team stays in control.
The AI Sales Coordinator is not autonomous. These actions always require human sign-off.
- Qualification decisions for leads that don't clearly fit the scoring criteria
- Any email or message sent externally to a prospect or client
- Proposal terms, pricing adjustments, and discount exceptions
- Moving a deal to "Closed Lost" or removing a lead from the pipeline
- Changes to follow-up sequences outside the standard playbook
Capacity recovered
Illustrative monthly time savings.
Monthly capacity recovered
~25 hrs
Illustrative estimate
Typical implementation time
2–4 wks
From kickoff to live
Routine tasks automated
~85%
Remainder escalated to human
Capacity estimates are illustrative. Actual hours recovered depend on lead volume, CRM configuration, and the number of workflows activated. Results from a pilot run will establish your baseline.
Implementation
Live in 2–4 weeks.
01
Discovery
Map your current sales process, CRM configuration, and qualification criteria.
02
Build
Configure workflows, connect integrations, set approval checkpoints.
03
Pilot
Run with a subset of leads. Tune scoring rules and approval flows.
04
Full rollout
Expand to full lead volume. Monitor exception rate and iterate.
Security & data handling
Your data stays in your systems.
Read/write access only
The AI accesses only the CRM fields and email threads required by the defined workflows — scoped at setup.
No training on your data
Your lead data and email content are never used to train models. Processing happens in isolated, purpose-built pipelines.
Full audit trail
Every action — read, write, draft, escalation — is logged with timestamp, actor, and data snapshot.
Access revocation
API credentials can be revoked at any time. All access is scoped to the minimum required to run defined workflows.
FAQ
Common questions.
Does the AI Sales Coordinator send emails on behalf of my reps?+
It can draft follow-up emails and queue them for rep approval before sending. You control which actions are fully automated and which require human sign-off — nothing goes out without a clear approval path defined during setup.
Which CRMs does it connect to?+
We build integrations with Salesforce, HubSpot, Pipedrive, Zoho, and most CRMs with a documented API. If you use a less common system, we'll scope the integration during the discovery phase.
What happens when a lead doesn't fit a clear qualification rule?+
Edge cases are flagged and routed to the designated rep with context. The AI marks its confidence level so your team knows when to apply extra scrutiny.
How long does implementation take?+
Typically 2–4 weeks from kickoff to live — including CRM integration, workflow configuration, approval checkpoint setup, and a pilot run with your team.
Get started
Build your AI Sales Coordinator.
Book a demo to walk through your current sales process and get a scoped build plan — including integrations, approval checkpoints, and a timeline.