Smarter Week

AI and automation by role

How Sales Ops / RevOps teams can use AI and automation

Below are 14 common tasks for Sales Ops / RevOps teams, 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: Sales Operations, Revenue Operations, RevOps, CRM Admin, Salesforce Administrator, HubSpot Admin, Sales Analyst

Find your own hour leaks, free See the fixes

Task 1 · typically 60 min, once a week

Build sales dashboards and one-off reports

Software featureBest fix

Ask the CRM's AI to build the report in plain English

HubSpot Breeze, Salesforce Agentforce and Pipedrive AI can build reports and answer pipeline questions from a plain-language request.

Typically saves about 40% of the time15 min to set up
  1. 1Open the AI assistant in your CRM.
  2. 2Ask for the report in plain words, e.g. "pipeline created by source this quarter vs last".
  3. 3Check the filters it used, then save the report to a dashboard.
  4. 4Share the dashboard link instead of rebuilding the report each time.

Tools: HubSpot Breeze · Salesforce Agentforce · Pipedrive AI · Zoho Zia

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 2 · typically 60 min, once a week

Clean up duplicate and messy CRM records

Software featureBest fix

Use built-in duplicate rules and bulk cleanup tools

HubSpot duplicate management, Salesforce duplicate and matching rules, and tools like Insycle or Dedupely merge records in bulk and stop new duplicates at the door.

Typically saves about 55% of the time1 h to set up
  1. 1Turn on duplicate rules or alerts in your CRM.
  2. 2Run the built-in duplicate finder, or Insycle or Dedupely for bulk merges.
  3. 3Set formatting rules for names, phone numbers and states.
  4. 4Schedule a monthly automated cleanup instead of a manual one.

Tools: HubSpot duplicate management · Salesforce duplicate rules · Insycle · Dedupely

One more way to fix it
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 3 · typically 30 min, every day

Handle CRM fixes and field requests from reps

Process fixBest fix

Take ops requests through one form and queue

Requests arriving by DM and email get lost and interrupt you. A single form with a queue lets you batch them and shows reps where things stand.

Typically saves about 30% of the time45 min to set up
  1. 1Create a short request form (Jira Service Management, Asana, Monday, Microsoft Forms or a Slack workflow).
  2. 2Ask for what, why and by when.
  3. 3Reply to DM requests with the form link.
  4. 4Work the queue in two set blocks a day.

Tools: Slack Workflow Builder · Jira Service Management · Asana or Monday forms · Microsoft Forms

One more way to fix it
AI

Write the answers down once and point people (or a bot) at them

Collect the questions you keep answering into one page; a workspace AI or a ChatGPT Project, Claude Project or Gem can answer from it.

Typically saves about 50% of the time1 h to set up
  1. 1For one week, paste every repeat question into a doc.
  2. 2Write the answer under each (or have AI draft it from your replies).
  3. 3Share the page, pin it in chat, and add it to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
  4. 4Reply to repeat questions with the link.
Prompt to copy
Below are questions coworkers keep asking me and my past answers. Turn them into a clear FAQ page grouped by topic. Keep each answer under 80 words and keep any links I gave.

[PASTE QUESTIONS AND ANSWERS]

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents · Notion or Confluence

How to automate this task

Task 4 · typically 15 min, every day

Assign and route new inbound leads

AutomationBest fix

Route new leads automatically by territory or round-robin

HubSpot lead rotation, Salesforce assignment rules, Chili Piper or LeanData assign each lead the moment it arrives, so no one sorts them by hand.

Typically saves about 75% of the time2 h to set up
  1. 1Write the routing rules: territory, company size, product, round-robin.
  2. 2Set them up in the CRM (HubSpot rotate leads, Salesforce assignment rules) or in Chili Piper or LeanData.
  3. 3Add a fallback owner for leads that match no rule.
  4. 4Notify the rep in Slack or Teams when they get a lead.

Tools: HubSpot lead rotation · Salesforce assignment rules · Chili Piper · LeanData

How to automate this task

Task 5 · typically 240 min, once a month

Work out commissions and sort out disputes

Software featureBest fix

Move commission calculations out of spreadsheets

CaptivateIQ, Salesforce Spiff, QuotaPath and Everstage calculate commissions from CRM data and give reps their own statements, which cuts disputes.

Typically saves about 60% of the time15 h to set up
  1. 1Write the comp plan rules down in plain words.
  2. 2Pick a tool that connects to your CRM and payroll.
  3. 3Run it next to your spreadsheet for one month to confirm the numbers match.
  4. 4Give reps access to their live statements.

Tools: CaptivateIQ · Salesforce Spiff · QuotaPath · Everstage

One more way to fix it
AI

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

How to automate this task

Task 6 · typically 60 min, once a week

Build or update spreadsheet reports by hand

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 7 · typically 30 min, every day

Copy the same information between systems or spreadsheets

AutomationBest fix

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up
  1. 1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
  2. 2Check if the two tools already have a built-in integration; turn it on if so.
  3. 3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
  4. 4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 8 · 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 9 · typically 15 min, every day

Answer the same questions from coworkers again and again

AIBest fix

Write the answers down once and point people (or a bot) at them

Collect the questions you keep answering into one page; a workspace AI or a ChatGPT Project, Claude Project or Gem can answer from it.

Typically saves about 50% of the time1 h to set up
  1. 1For one week, paste every repeat question into a doc.
  2. 2Write the answer under each (or have AI draft it from your replies).
  3. 3Share the page, pin it in chat, and add it to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
  4. 4Reply to repeat questions with the link.
Prompt to copy
Below are questions coworkers keep asking me and my past answers. Turn them into a clear FAQ page grouped by topic. Keep each answer under 80 words and keep any links I gave.

[PASTE QUESTIONS AND ANSWERS]

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents · Notion or Confluence

One more way to fix it
Software feature

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

How to automate this task

Task 10 · typically 90 min, once a month

Write how-to guides or training material

AIBest fix

Record yourself doing it once and let AI write the guide

Record your screen while you talk through the task; AI turns the transcript into a step-by-step guide.

Typically saves about 60% of the time10 min to set up
  1. 1Record your screen and voice doing the task once (Loom, Teams, Zoom or Scribe).
  2. 2Get the transcript.
  3. 3Paste it into AI with the prompt below.
  4. 4Add screenshots where it says [SCREENSHOT].
Prompt to copy
Turn this transcript of me doing [TASK] into a step-by-step how-to guide for a new hire. Number the steps, keep each to one action, mark where a screenshot helps with [SCREENSHOT], and list common mistakes at the end.

[PASTE TRANSCRIPT]

Tools: Loom · Scribe · Tango · ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 11 · typically 45 min, once a week

Sit in status or update meetings

Process fixBest fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

How to automate this task

Task 12 · typically 15 min, a few times a week

Chase people for approvals or sign-offs

AutomationBest fix

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 13 · 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 14 · typically 20 min, every day

Hunt for files, numbers or answers someone already has

Software featureBest fix

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

One more way to fix it
Process fix

Agree one home for each kind of file

Most searching comes from the same thing living in three places. Pick one place per type and link to it.

Typically saves about 35% of the time1 h to set up
  1. 1List the five things people search for most.
  2. 2Pick one home for each (one folder, one wiki page, one system).
  3. 3Pin the links in your team channel.
  4. 4Move or delete the copies.

Tools: SharePoint, Google Drive, Notion or Confluence

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.
Have you connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.
Have you asked AI to build a spreadsheet formula, pivot or chart for you?
You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.
Have you asked an AI that can see your company files a question, instead of digging through folders?
Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.
Have you set up a ChatGPT Project, Claude Project or Gem loaded with your team's documents?
You upload your guides and FAQs once, and the assistant answers questions using them, so you stop answering the same thing twice.
Have you recorded yourself doing a task and had AI turn it into a written guide?
Record your screen while you talk, and AI writes the step-by-step guide from the transcript. Tools like Scribe even grab the screenshots.
Have you tried running your standup as a written check-in in chat instead of a call?
Bots like Geekbot or a Slack or Teams workflow ask everyone the same three questions each morning and post the answers. You only meet when someone is blocked.

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