A CRM that keeps itself current and keeps deals moving
Every weekday the assistant researches the records nobody filled in, adds the deals your email says are real, and gives the owner of every stalled deal one specific next step. Twice a week it reads your sent mail for the follow ups that slipped.
Intro call 10/14. Wants a 6 week pilot.
--- AI ENRICHMENT ---
Ridgeway asked for a quote on a 6 week drone mapping data pipeline pilot for a county client. Call held 10/14, requirements sent 10/16. Amount is their stated budget. No quote has gone out.
Our CRM knew less than our inbox
Before
- Companies loaded with a name and a city, then never touched again
- Deal descriptions that were a bare solicitation link
- Real opportunities living in email threads with no deal record at all
- Quotes that never went out because a deal sat in a stage for weeks
Now
- A steady batch of thin records researched and filled every run
- Human notes kept word for word, with the research added underneath
- Deals created once there's a scoped ask and a real conversation
- Every stalled deal gets an owner task with a concrete next step
Four jobs, every run
Augment, never overwrite. Anything a person wrote stays exactly as they wrote it.
Research thin records
What the company does, industry, domain, offices, leadership and who owns it. Oldest first, a fixed batch each run.
HQ verified
Add obvious deals
A scoped ask, a two-way conversation, and no open deal already covering it.
from a thread and a booked call
Nudge stalled deals
Too long in a stage with nothing scheduled gets a task with a real next step.
Never "Follow up"
Clean up
Duplicates merged into the survivor, junk records from email domains marked for deletion.
Under 220 words, and a quiet week is two lines
The report goes to your phone and inbox. It lists what changed, links straight to each record, and asks a question only when a decision is actually blocked.
- Possible deals. Contacts whose email or calendar suggests a deal that isn't obvious yet, ready to qualify in one conversation.
- Insights that stick. Patterns like a competitor's people showing up in your contacts get saved as notes on the record and tracked until resolved.
- Follow up review. Tuesday and Thursday it reads sent mail for the one or two threads worth a nudge, checks the calendar and CRM first to make sure nobody already picked it up, and suggests a send time.
27 records touched: 10 companies, 9 deals, 8 contacts.
- Insight Three contacts from one prime added the same day. Looks like a team meeting.
- Owner Bayline Systems was acquired by a PE firm in June
- New Ridgeway Survey, mapping pilot, $16,500. Scoped ask plus a call held.
4 nudge tasks created (Alex 2, Sam 2). 1 overdue nudge.
2 duplicates merged, 3 junk records marked, 10 thin records filled, 38 left in the queue.
What it changed for us
The caps are on purpose. A steady drain beats one heroic cleanup that nobody can check. When the research can't positively identify a company, it writes NOT VERIFIED instead of guessing, because a confidently wrong record is worse than an empty one.
We use HubSpot. It works with any CRM
Ours runs on HubSpot with Gmail and Google Calendar. Salesforce, Pipedrive, Zoho and Dynamics all expose the same records through an API, and Outlook calendars and mail carry the same signals. For federal contractors it pulls company and award detail from HigherGov.
What AI Advisory clients get
- Enrichment rules for your CRM, including the fields that matter to your sales team
- A clear bar for when the assistant may create a deal on its own
- Stalled deal thresholds by stage, with tasks to the right owner
- Cleanup rules for duplicates and junk records
- The twice weekly follow up review for your sellers
- A short report to whoever owns the pipeline
Questions about the CRM assistant
Will it overwrite what my team typed?
No. It adds research beneath a divider line and leaves human notes exactly as written. It never changes a next step a person wrote and never moves a deal to a different stage.
Does it send email to our customers?
No. The follow up review only tells your seller which threads are worth a nudge and when to send. It doesn't draft or send anything.
What if it can't find good information on a company?
It writes NOT VERIFIED and says so in the report. It never guesses a job title, a city or an owner.
We use Salesforce. Does it still work?
Yes. HubSpot is what we use. The assistant reads and writes standard CRM records, and any CRM with an API supports that.