🧠 Automatically Update Your CRM After Every Sales Call using AI

This tutorial will show you how to automate the entire process of converting sales call transcripts into structured CRM data - from capturing the conversation to automatically updating your CRM with key details like decision makers, objections, and action items.

By the end, you'll have a powerful 3-step automation that eliminates manual data entry, saves hours of work, and ensures consistent CRM updates across your entire sales team.

Tools You'll Need:

- Fireflies.ai (AI notetaker to transcribe meetings)

- Zapier (for automation flow)

- Google Sheets (for transcript input)

- ChatGPT (to extract key points from the meeting)

- Your CRM system (Salesforce, Pipedrive, or any other)

Step-by-Step Process:

1. Set Up Meeting Transcripts 📝

Connect Fireflies.ai to your favorite meeting platform (Google Meet, Zoom, etc). It automatically joins your calls and transcribes everything.

After the meeting, copy the transcript to your designated Google Sheet. This action will trigger our automation on Zapier.

2. The 3-Step Automation Process on Zapier🤖

1. Connect your transcript on Google Sheets

2. Prompt ChatGPT to be your sales assistant:

In Zapier, we add ChatGPT action and select "Extract Structured Data" as the event, this allows us to define what exact data we want to extract from our sales call.

Under description we tell AI what to do. For example:

I will share the transcript of a sales call. Your job is to take the transcript and extract only the relevant information. The goal is to make sure the CRM stays consistent for all reps and the relevant information is easily accessible for all.

Now, for the most important part: define the data we want to extract. This is the information that goes to our CRM, so basically, ChatGPT will go through our entire meeting and categorize these fields

3. Connect Your CRM ⚡

Add your CRM as the final action in Zapier. Map extracted fields to corresponding CRM fields.

Remember: While AI is great at extracting information, it's good practice to quickly review the CRM updates for accuracy, especially when first setting up the automation.

Results You'll Get:

- Automated CRM updates after every sales call
- Consistent data structure across all sales reps
- Complete meeting notes without manual effort
- Better team alignment and information sharing

Are you more of a visual learner? Watch me set up the automation step-by-step here.

PS: Need help building AI automations for your business, come chat with us! :)

Stay curious and keep learning,
Kushank @digitalSamaritan

PS: Forward this to a friend who will nerd out with you on this content!
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