This case study reveals how Hapie’s AI-based platform transformed a mid-sized IT services enterprise by automating meeting notes, accelerating proposal creation, and offering real-time engagement insights. With on-premise deployment ensuring compliance, the sales team cut manual tasks by 35% and sped up deal closures, all while improving data accuracy and client engagement.

Customer Background

Our client, a mid-sized IT services enterprise, was managing a sales team of 20 professionals who faced significant inefficiencies in their day-to-day operations. Their existing processes were fragmented and heavily reliant on manual workflows, leading to low productivity and high operational overhead.

The team operated in a high-touch sales environment, dealing with complex B2B solutions that required detailed documentation, regular client meetings, and precise follow-ups. However, without a unified platform, their workflow was faced with multiple challenges:

1. Lack of Efficient Meeting Management:

• Meetings were managed using Zoom or Microsoft Teams, but capturing insights, action points, and key decisions was entirely manual.
• Post-meeting notes were logged into their Salesforce CRM by hand, resulting in frequent data inaccuracies and missing contextual information.

2. Inefficient Proposal and Solution Generation:

• Many of the tasks such as data entry, report generation and systems are done manually, leading to inefficiencies and possibly errors
• Customizing proposals and solution documentation for clients involved hours of manual work using generic tools like PowerPoint and Google Docs.
• Sales reps had no access to templates tailored to client-specific contexts, leading to inconsistencies in their output.

3. Data Overload without Insights:

• While they collected large volumes of data through interactions and CRM updates, the team had no access to actionable insights derived from this data.
• They struggled to track client engagement, decision-maker involvement, and the effectiveness of their communication.

4. Compliance and On-Premise Limitations:

• Data security regulations restricted them from leveraging external platforms like Fireflies.ai or Otter.ai.
• They required a solution that provided powerful AI capabilities while maintaining compliance through on-premise deployment.

Challenges Faced by the Customer

• Manual Processes Slowed the Sales Cycle: Logging meeting insights, creating proposals, and updating the CRM consumed over 40% of the team’s time.
• Inconsistent Data Usage: The team lacked tools to leverage meeting insights for tailoring solutions, follow-ups, and presentations.
• Limited Collaboration: Managers had no way to track the team’s progress effectively, and collaboration across the team was limited.
• Compliance Restrictions: Existing platforms failed to meet the company’s strict security standards, preventing the use of modern tools.

Hapie’s Solutions: Transforming Sales Operations

The client adopted Hapie as their go-to productivity platform to address the inefficiencies across their sales operations. Hapie’s end-to-end solution not only automated manual processes but also empowered the sales team with actionable intelligence, customisation tools, and compliance-friendly AI capabilities.

1. Unified Meeting Management:

• Automation of Meeting Notes : Hapie’s AI-driven meeting notes feature automatically summarised discussions, extracted action points, and highlighted sentiment trends during meetings. This reduced manual note-taking and ensured that all critical data was captured and logged directly into Salesforce CRM.
• Action Points Manager Widget: Sales reps used this widget to track pending tasks, follow-ups, and client commitments post-meetings, enabling a structured workflow.

2. Document Automation and Proposal Creation:

• Template-Based Document Generation: With pre-designed templates, the team could instantly create professional proposals, contracts, and client presentations, ensuring consistency across all outputs.
• AI-Powered Prompts for Custom Documents: Using Hapie’s Document Automation Module, sales reps generated context-driven proposals in minutes. For instance, by providing a single prompt with client details, a tailored proposal with embedded insights and data was created automatically.
• Version History and Collaboration: Multiple versions of documents were easily managed, with real-time collaboration features allowing teams to refine proposals together.

3. Conversational Intelligence and Dashboards:

• Engagement Tracker Widget: This widget provided insights into client involvement, highlighting key decision-makers’ participation across meetings.
• Sentiment Analysis Widget: By analysing the tone and content of conversations, sales reps could gauge client sentiment and adjust their communication strategy accordingly.
• Customisable Dashboards: Managers tracked team performance, pipeline health, and meeting outcomes on a unified interface, making it easier to address bottlenecks and prioritise high-value deals.

4. Compliance-Friendly AI Deployment:

Hapie’s on-premise solution ensured complete compliance with the client’s data security requirements while providing state-of-the-art AI capabilities.

Results and Impact

1. Time Savings and Productivity Boost:

1. Sales reps reduced time spent on manual tasks by 35%, freeing up their schedules to focus on client interactions and closing deals.
2. Proposal creation, which previously took hours, was completed in under 10 minutes using Hapie’s automation tools.

2. Enhanced Client Engagement:

1. Automated meeting summaries and engagement insights helped the team stay aligned with client needs, improving overall communication and trust.
2. Real-time dashboards ensured that sales managers could track engagement trends and address client concerns proactively.

3. Accelerated Sales Cycle:

With streamlined workflows and AI-powered insights, the team shortened their sales cycle by 20%, allowing them to close deals faster.

4. Improved Data Accuracy and Compliance:

1. Automating CRM updates eliminated errors from manual data entry.
2. The on-premise deployment ensured that all data remained secure and compliant with the company’s policies.

Key Features Leveraged by the Customer

1. Meeting Notes Automation: Automatic summarisation of discussions, action points, and decisions.
2. Document Automation Module: AI-driven templates and context-based proposal generation.
3. Engagement Tracker Widget: Insights into client participation and involvement of decision-maker
4. Sentiment Analysis Widget: Analysis of client tone and feedback during meetings.
5. Custom Dashboards: Unified tracking of team performance and client engagement.

Hapie transformed the sales operations of this IT enterprise, enabling the team to achieve unprecedented efficiency, client engagement, and compliance. The platform’s AI-driven tools empowered the sales team to focus on building meaningful client relationships while automating repetitive tasks.

Testimonial:

“Hapie has redefined how our sales team operates. The platform’s automation and intelligence tools have not only saved us time but also allowed us to deliver a better client experience. It’s a must-have for any sales team looking to scale effectively.”