Smarter Week

AI and automation by role

How Account Executives can use AI and automation

Below are 15 common tasks for Account Executives, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: AE, Account Executive, Sales Rep, Sales Executive, Business Development Manager, Closer, Sales Representative

Find your own hour leaks, free See the fixes

Task 1 · typically 30 min, every day

Log calls and update deals in the CRM

Software featureBest fix

Turn on automatic email and meeting logging in your CRM

Most CRMs can log every email and calendar meeting with a contact on their own. You stop copying activity in by hand and only add the notes that matter.

Typically saves about 50% of the time30 min to set up
  1. 1Find the setting: Salesforce Einstein Activity Capture, HubSpot inbox and calendar connection with auto-log, Pipedrive email sync, or Dynamics 365 Sales auto-capture.
  2. 2Connect your Outlook or Google inbox and calendar.
  3. 3Exclude personal and internal domains so only customer activity is logged.
  4. 4For a week, check that deals show the emails and meetings, then stop logging them manually.

Tools: Salesforce Einstein Activity Capture · HubSpot email and calendar sync · Pipedrive email sync · Dynamics 365 Sales auto-capture

2 more ways to fix it
Software feature

Let your call recorder write the notes into the deal

Gong, Fathom, Avoma, Sybill and HubSpot or Salesforce call tools write the summary, next steps and qualification fields and push them to the CRM record.

Typically saves about 55% of the time45 min to set up
  1. 1Check what you already have: Gong, Fathom, Avoma, Sybill, Zoom AI Companion, or the CRM's own call recording.
  2. 2Connect it to your CRM and map the summary and next steps to the deal.
  3. 3If your team uses MEDDICC or BANT, turn on the field suggestions so it fills those in for you to approve.
  4. 4Review each suggestion after the call and click accept, instead of typing notes.

Tools: Gong · Fathom · Avoma · Sybill · HubSpot conversation intelligence · Salesforce Einstein Conversation Insights

Process fix

Cut CRM fields down to the ones someone actually uses

Many CRMs ask reps for fields nobody reports on. Removing them, and only asking at the stage where they matter, saves time on every update.

Typically saves about 25% of the time2 h to set up
  1. 1Export the list of fields on the deal and contact records.
  2. 2Ask managers and ops which fields feed a report or a decision.
  3. 3Hide or remove the rest; make the important ones required only at the right stage.
  4. 4Review the list every quarter.

Tools: Salesforce, HubSpot, Pipedrive, Microsoft Dynamics 365 or Zoho CRM

How to automate this task

Task 2 · typically 20 min, every day

Write follow-up emails after calls and demos

AIBest fix

Have AI write the follow-up email from the call transcript

Paste the transcript or summary from your recorder; AI drafts the recap, next steps and anything you promised to send.

Typically saves about 60% of the time5 min to set up
  1. 1Get the transcript or AI summary from Zoom, Teams, Gong, Fathom or your notetaker.
  2. 2Paste it with the prompt below.
  3. 3Check names, numbers and promised dates.
  4. 4Send, and paste the same summary into the CRM deal.
Prompt to copy
Here is the transcript of my call with [NAME] at [COMPANY]. Write a follow-up email that: thanks them in one line, recaps the two or three problems they described in their words, lists the agreed next steps with owners and dates, and attaches or mentions [WHAT I PROMISED TO SEND]. Under 150 words, plain and friendly. Do not add anything that was not said on the call.

Transcript:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Zoom AI Companion, Copilot in Teams, Gong or Fathom

One more way to fix it
Software feature

Let your call recorder write the notes into the deal

Gong, Fathom, Avoma, Sybill and HubSpot or Salesforce call tools write the summary, next steps and qualification fields and push them to the CRM record.

Typically saves about 55% of the time45 min to set up
  1. 1Check what you already have: Gong, Fathom, Avoma, Sybill, Zoom AI Companion, or the CRM's own call recording.
  2. 2Connect it to your CRM and map the summary and next steps to the deal.
  3. 3If your team uses MEDDICC or BANT, turn on the field suggestions so it fills those in for you to approve.
  4. 4Review each suggestion after the call and click accept, instead of typing notes.

Tools: Gong · Fathom · Avoma · Sybill · HubSpot conversation intelligence · Salesforce Einstein Conversation Insights

How to automate this task

Task 3 · typically 20 min, every day

Prep for discovery calls and demos

AIBest fix

Have AI pull the deal history into a call-prep sheet

Paste past call summaries, emails and CRM notes; AI gives you a short brief with open questions and risks, so you stop rereading threads.

Typically saves about 50% of the time5 min to set up
  1. 1Gather the deal notes, last call summary and recent emails (or ask Gong, Sybill or your CRM AI to do this for you).
  2. 2Paste them with the prompt below.
  3. 3Add your own goal for the call.
  4. 4Keep the brief open during the call.
Prompt to copy
I have a [CALL TYPE, e.g. demo] with [NAMES, TITLES] at [COMPANY] tomorrow. Here is everything we have so far: [PASTE NOTES, CALL SUMMARIES, EMAILS]. Give me: where the deal stands in three bullets, who cares about what, open questions I still need answered, risks or objections to expect with a one-line response to each, and a suggested agenda for a [LENGTH]-minute call.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gong, Sybill, HubSpot Breeze or Salesforce Agentforce

One more way to fix it
AI

Have AI write a one-page account brief before you reach out

A research-capable AI reads the company site, recent news and job posts and gives you a short brief with a hook for your first message.

Typically saves about 50% of the time5 min to set up
  1. 1Open an AI assistant with web search (ChatGPT, Claude, Gemini, Perplexity or Copilot).
  2. 2Paste the prompt with the company and contact.
  3. 3Check the two most important facts against the linked sources.
  4. 4Save the brief to the CRM account so nobody repeats the work.
Prompt to copy
Research [COMPANY NAME] ([WEBSITE]) for a sales conversation with [CONTACT NAME, TITLE]. We sell [WHAT YOU SELL] to [WHO IT HELPS]. Give me: 1) what the company does in two sentences, 2) any news, funding, hiring or leadership changes in the last six months, 3) three likely problems we could help with, tied to evidence, 4) one opening line for my first message. Link a source for every fact and say clearly if you could not find something.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Perplexity · LinkedIn Sales Navigator

How to automate this task

Task 4 · typically 60 min, once a week

Build proposals, quotes and pricing

Software featureBest fix

Build proposals from templates that pull prices from the CRM

PandaDoc, Proposify, Qwilr, DocuSign CLM, HubSpot quotes or Salesforce CPQ fill in the customer, products and pricing from the deal, so you only edit the custom parts.

Typically saves about 50% of the time2 h to set up
  1. 1Pick the tool your team has or one that connects to your CRM (PandaDoc, Proposify, Qwilr, HubSpot quotes, Salesforce CPQ).
  2. 2Turn your best recent proposal into a template with fields for customer and pricing.
  3. 3Store approved blocks (case studies, terms, team bios) in the content library.
  4. 4Create each new proposal from the deal record, add the custom section, and send for e-signature from the same tool.

Tools: PandaDoc · Proposify · Qwilr · HubSpot quotes · Salesforce CPQ

One more way to fix it
AI

Start from an AI first draft, never a blank page

Give the AI your notes, the audience and an example you liked; you spend your time editing, which is faster and better.

Typically saves about 45% of the time5 min to set up
  1. 1Gather your notes, bullet points and a past document you liked.
  2. 2Tell the AI who it is for and what it must achieve.
  3. 3Ask for an outline first, adjust it, then ask for the full draft.
  4. 4Edit for facts and your voice.
Prompt to copy
You are helping me write a [TYPE OF DOCUMENT] for [AUDIENCE]. The goal is [WHAT IT MUST ACHIEVE]. Here are my notes: [PASTE]. Here is an example I like the style of: [PASTE]. First give me an outline. After I approve it, write the full draft. Don't invent facts; mark anything you are unsure of with [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 5 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 6 · typically 20 min, a few times a week

Take notes and send recaps after meetings

AIBest fix

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

How to automate this task

Task 7 · typically 30 min, once a week

Update the forecast and pipeline before the weekly call

Software featureBest fix

Forecast in the CRM instead of a side spreadsheet

HubSpot forecasts, Salesforce Collaborative Forecasts or Clari roll up deals automatically, so updating the forecast is a few clicks on deals you already maintain.

Typically saves about 50% of the time1 h to set up
  1. 1Turn on the forecast tool your CRM includes, or Clari if your company has it.
  2. 2Agree forecast categories (commit, best case, pipeline) and map them to deal stages.
  3. 3Retire the forecast spreadsheet; managers review in the CRM view.
  4. 4Spend the saved time updating the deals themselves.

Tools: HubSpot forecasts · Salesforce Collaborative Forecasts · Clari · Pipedrive revenue forecast

One more way to fix it
Process fix

Review only the deals that changed or are at risk

Walking every deal every week wastes the room's time. A filtered list of deals that moved, slipped or went quiet keeps the meeting short.

Typically saves about 40% of the time30 min to set up
  1. 1Build a CRM view: deals with a changed close date, amount or stage, or no activity in 14 days.
  2. 2Reps add a one-line update on those deals before the meeting.
  3. 3Discuss only that list and the big deals; cut the meeting to 30 minutes.
  4. 4Ask the AI in your CRM or notetaker to summarize changes since last week.

Tools: Salesforce, HubSpot, Pipedrive, Microsoft Dynamics 365 or Zoho CRM · Clari or Gong Forecast

How to automate this task

Task 8 · typically 60 min, once a week

Sit in pipeline reviews and forecast calls

Process fixBest fix

Review only the deals that changed or are at risk

Walking every deal every week wastes the room's time. A filtered list of deals that moved, slipped or went quiet keeps the meeting short.

Typically saves about 40% of the time30 min to set up
  1. 1Build a CRM view: deals with a changed close date, amount or stage, or no activity in 14 days.
  2. 2Reps add a one-line update on those deals before the meeting.
  3. 3Discuss only that list and the big deals; cut the meeting to 30 minutes.
  4. 4Ask the AI in your CRM or notetaker to summarize changes since last week.

Tools: Salesforce, HubSpot, Pipedrive, Microsoft Dynamics 365 or Zoho CRM · Clari or Gong Forecast

One more way to fix it
Software feature

Forecast in the CRM instead of a side spreadsheet

HubSpot forecasts, Salesforce Collaborative Forecasts or Clari roll up deals automatically, so updating the forecast is a few clicks on deals you already maintain.

Typically saves about 50% of the time1 h to set up
  1. 1Turn on the forecast tool your CRM includes, or Clari if your company has it.
  2. 2Agree forecast categories (commit, best case, pipeline) and map them to deal stages.
  3. 3Retire the forecast spreadsheet; managers review in the CRM view.
  4. 4Spend the saved time updating the deals themselves.

Tools: HubSpot forecasts · Salesforce Collaborative Forecasts · Clari · Pipedrive revenue forecast

How to automate this task

Task 9 · typically 20 min, every day

Chase prospects who have gone quiet

Software featureBest fix

Put follow-ups into a sequence so they send on schedule

Sequences send a planned series of emails and call tasks and stop automatically when the person replies, so you never have to remember who to chase.

Typically saves about 50% of the time1 h to set up
  1. 1Use what your CRM or sales tool has: HubSpot sequences, Salesforce Sales Engagement cadences, Outreach, Salesloft or Apollo sequences.
  2. 2Build one sequence for each common situation (cold, post-demo, gone quiet).
  3. 3Mix automatic emails with manual tasks for calls and personal touches.
  4. 4Check reply and meeting rates monthly and rewrite the weakest step.

Tools: HubSpot sequences · Salesforce Sales Engagement · Outreach · Salesloft · Apollo

One more way to fix it
Process fix

Agree a fixed number of follow-ups, then close the loop

Endless chasing eats time on deals that are already dead. A set cadence ending in a polite breakup email frees the time and often gets a reply.

Typically saves about 30% of the time20 min to set up
  1. 1Agree as a team how many touches before a deal or lead goes cold (for example 6 over 3 weeks).
  2. 2Write one short breakup email that asks if you should close the file.
  3. 3Mark the deal lost or nurture after it, with a reason.
  4. 4Let marketing nurture handle it from there.

Tools: Salesforce, HubSpot, Pipedrive, Microsoft Dynamics 365 or Zoho CRM

How to automate this task

Task 10 · typically 20 min, a few times a week

Wait on discount, legal and deal-desk approvals

Process fixBest fix

Publish discount bands so most deals need no approval

If reps know what they can offer without asking, only the unusual deals go to the deal desk, and those get answered faster.

Typically saves about 40% of the time2 h to set up
  1. 1Look at last quarter's approvals: what share were approved as asked?
  2. 2Set bands (for example up to 10% rep, up to 20% manager, above that deal desk).
  3. 3Write a one-page approval guide with standard legal fallback positions.
  4. 4Put the remaining approvals in a tracked flow with a 24-hour target.

Tools: Salesforce or HubSpot approval rules · Slack or Teams approvals

One more way to fix it
Automation

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Task 11 · typically 180 min, once a month

Fill in RFPs and security questionnaires

Software featureBest fix

Answer RFPs from an approved answer library with AI

Loopio, Responsive, Inventive and similar tools match questions to your past approved answers and draft the rest. A Claude Project or ChatGPT Project loaded with past RFPs is a cheaper version.

Typically saves about 55% of the time3 h to set up
  1. 1Collect your last five completed RFPs and security questionnaires.
  2. 2Load them into Loopio, Responsive, Inventive or your company's trust center tool, or into a Claude Project, ChatGPT Project or Copilot agent if you have no RFP tool.
  3. 3Upload the new questionnaire and let it draft answers from the library.
  4. 4Have the owner of each section check only the new or changed answers.

Tools: Loopio · Responsive · Inventive · Vanta or Drata trust center · Claude Projects or ChatGPT Projects

How to automate this task

Task 12 · typically 10 min, every day

Find times and schedule meetings

Software featureBest fix

Send a booking link instead of trading emails

Outlook Bookings, Google Calendar appointment schedules or Calendly let people pick a time that already works.

Typically saves about 80% of the time15 min to set up
  1. 1Turn on the booking page built into your calendar (Outlook Bookings or Google appointment schedules), or use Calendly.
  2. 2Set your working hours and buffers.
  3. 3Paste the link in your signature and in replies that ask "when works?".

Tools: Microsoft Bookings · Google Calendar appointment schedules · Calendly

How to automate this task

Task 13 · typically 25 min, once a week

Write handoff notes when a deal closes

AutomationBest fix

Trigger the handoff automatically when a deal is won

When a deal moves to closed-won, a workflow sends the deal details, call summaries and a short form to the onboarding team, so nobody writes the same notes twice.

Typically saves about 60% of the time2 h to set up
  1. 1Agree the five or six things onboarding always needs to know.
  2. 2Add them as deal fields that are required at closed-won.
  3. 3Build a workflow (CRM workflow, Zapier, Make or Power Automate) that posts them to Slack or Teams and creates the onboarding project.
  4. 4Attach the call recorder summary link to the handoff.

Tools: HubSpot workflows or Salesforce Flow · Zapier, Make or Power Automate · Slack or Teams · Asana, Monday or Rocketlane

One more way to fix it
Software feature

Let your call recorder write the notes into the deal

Gong, Fathom, Avoma, Sybill and HubSpot or Salesforce call tools write the summary, next steps and qualification fields and push them to the CRM record.

Typically saves about 55% of the time45 min to set up
  1. 1Check what you already have: Gong, Fathom, Avoma, Sybill, Zoom AI Companion, or the CRM's own call recording.
  2. 2Connect it to your CRM and map the summary and next steps to the deal.
  3. 3If your team uses MEDDICC or BANT, turn on the field suggestions so it fills those in for you to approve.
  4. 4Review each suggestion after the call and click accept, instead of typing notes.

Tools: Gong · Fathom · Avoma · Sybill · HubSpot conversation intelligence · Salesforce Einstein Conversation Insights

How to automate this task

Task 14 · typically 30 min, every day

Research prospects and accounts before reaching out

AIBest fix

Have AI write a one-page account brief before you reach out

A research-capable AI reads the company site, recent news and job posts and gives you a short brief with a hook for your first message.

Typically saves about 50% of the time5 min to set up
  1. 1Open an AI assistant with web search (ChatGPT, Claude, Gemini, Perplexity or Copilot).
  2. 2Paste the prompt with the company and contact.
  3. 3Check the two most important facts against the linked sources.
  4. 4Save the brief to the CRM account so nobody repeats the work.
Prompt to copy
Research [COMPANY NAME] ([WEBSITE]) for a sales conversation with [CONTACT NAME, TITLE]. We sell [WHAT YOU SELL] to [WHO IT HELPS]. Give me: 1) what the company does in two sentences, 2) any news, funding, hiring or leadership changes in the last six months, 3) three likely problems we could help with, tied to evidence, 4) one opening line for my first message. Link a source for every fact and say clearly if you could not find something.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Perplexity · LinkedIn Sales Navigator

One more way to fix it
Automation

Enrich and clean lists automatically instead of by hand

Clay, Apollo, ZoomInfo and similar tools fill in emails, titles, company size and tech used for a whole list at once, and can flag bad fits.

Typically saves about 60% of the time2 h to set up
  1. 1Pick the tool your team already pays for (Apollo, ZoomInfo, Clay, Cognism, Lusha or HubSpot's Breeze Intelligence).
  2. 2Upload or connect your list and choose the fields you need.
  3. 3Add a filter that drops contacts outside your target profile.
  4. 4Push the clean list straight into your CRM or sequence tool instead of a spreadsheet.

Tools: Clay · Apollo · ZoomInfo · Cognism · Lusha · HubSpot Breeze Intelligence

How to automate this task

Task 15 · typically 30 min, once a month

Do expense reports and receipts

Software featureBest fix

Snap receipts into an expense app as you go

Expensify, Ramp, Brex, Navan, SAP Concur and most corporate cards read the receipt photo and fill in the report for you.

Typically saves about 70% of the time15 min to set up
  1. 1Ask finance which expense app or card app the company uses.
  2. 2Install it and turn on receipt capture.
  3. 3Photograph each receipt when you get it, or forward email receipts to the app's address.
  4. 4Submit the auto-built report at month end.

Tools: Expensify · Ramp · Brex · Navan · SAP Concur

How to automate this task

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.
Have you turned on automatic email and meeting logging in your CRM?
Salesforce, HubSpot and most CRMs can log every email and meeting with a customer for you once you connect your inbox and calendar. You only add the notes that matter.
Does your call recorder write your call notes into the CRM for you?
Tools like Gong, Fathom or Avoma record the call, write the summary and next steps, and push them to the deal. You check and click accept.
Have you had AI write a follow-up email straight from a call transcript?
You paste the transcript or summary and the AI drafts the recap and next steps in a few seconds. You check the facts and send.
Have you asked AI with web search to research a prospect before a call?
Assistants like ChatGPT, Claude, Gemini or Perplexity can read a company's site and recent news and give you a short brief with sources, in about a minute.
Do you use sequences so follow-ups send on a schedule and stop when someone replies?
A sequence is a planned series of emails and call reminders. HubSpot, Outreach, Salesloft and Apollo all have them, and they stop automatically when the person replies.

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