Right now, we’re doing all of this manually and we want to automate the business post-sales process.
Right now, we don’t have any automations yet.
I’m not talking about some basic automations like AI Receptionists, Booking Systems, etc.
I’m talking about someone who really knows how to connect API’s to API’s.
(Our B2B business is very unique where our competitors don’t even have any automations so we can’t do market research.)
Just a quick preview of our Sales Process right now just so you would know that we’re not talking about basic stuffs here is:
Primary goal is to build a fully automated “Lead-to-Invoice” operational engine.
The Vision: To build a “Lead-to-Invoice” engine where AI handles 80% of the manual labor (sourcing, drafting, data entry, emailing, etc.), and humans act as strategic “Checkpoints” to ensure quality and final decision-making.
- Customer Opt-in via website form about their inquiries.
- We contact them and ask them for needed items like the quantity, product, location, etc. (we want this automated)
things to consider:
A. Do they want to buy our product but would also like to buy necessary items for installation of the product like the cabling, glass walls, etc. Basically, do they only want the specific hardware, or the whole integration (cabling, glass walls, etc.)
B. If yes, N8N will contact 5 nearby locations 20km away in the client’s area (human greenlight if we like the AI’s RFQ) and request a quote on these companies. We would pick the reasonable price one.
3. Check if Stock is Available (If low stock, order stock on manufacturer automatically)
4. then we will contact the customer about the Price Quote (I want this automated but needs human confirmation for the approved Quote amount)
5. The Customer may confirm or decline our offer
6. If they confirm, send Proforma Invoice (PI). (This PI has to be on a pdf with also a Company logo, Privacy Policy terms, reference number (reference # is just basically the transaction order but incrementing or their queue (? idk the word) to track how many biz we’ve dealt this year). I want it to also be that the pdf N8N’s gonna send to the customer is the reference number but increasing every new client/customer). Idk if it’s possible that if we were to prompt N8N AI to write an email based on the given format or if that AI could make a Docs/PDF with the same format (company logo in headings, contact info, etc.). On this docs/pdf, included is the product they need, the pricing (basically, a proforma invoice.)
7. After they signed the PI, we would now ask for more detailed data from them like Confirm installation timing, delivery conditions, and site accessibility, etc. Could be a another form.
8. After we knew the site location, we would now send a specific instruction tailored to the product they bought like Cabling Instructions, how to do this, our demo, etc.
9. After we also confirm all this, I want it to auto contact a whatsapp delivery rider to contact. where the AI, it would provide the location, delivery date, etc. (based on the datas he got from the form)
10. Find 5 installers and request a quote with them that they would install our product to the client’s location. (this could be done early in the automation because what if no one responds fast.)
- Also if the subcontractor didn’t respond to our email, n8n will follow up with them.
11. Also, as we know the installation date, we would also like the invoice to be automated.
12. Post-Installation Documentation
Trigger: Installation complete.
Action: Installer receives and fills out a “Completion Form”. n8n uploads serial numbers, photos, and signatures directly to the ClickUp project and triggers the final payment to the installer.
The CRM we’re thinking of is using ClickUp to view the stages of each client. (idk if this is the best CRM to use, or if N8N is the best to use, etc.)
And we were thinking of Slack to be used for Notifications/Alerts on what needs to be done, if AI is waiting for a greenlight, etc. or a human interaction is required.
Edit: We’re now thinking about using SmartSuite as our CRM (Disregarding slack, clickup, etc.) maybe slack for notifications