Operations Automation

Title

Sales Call Report Automation

Client

SMS Publishing

role

Automated call recording processing, transcription, AI analysis, and reporting system that eliminates manual work.

Result

450-750 Minutes Saved Daily

Launch Project

Objective

To eliminate 7-12 hours of daily manual work for a sales manager who was downloading, transcribing, and analyzing 30-50 sales calls instead of coaching the team.

The sales manager needed an automated system that could process call recordings overnight, generate detailed coaching reports, and organize everything by sales rep - all without human intervention.

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What we've done

1. Call recording system API integration for automatic downloads from Vonage

2. Automated transcription pipeline using Otter AI in Drop Box

3. Claude AI analysis for coaching insights, objection handling, and closing techniques

4. Automated report generation with key moments and improvement areas

5. Google Drive organization system sorted by sales rep

6. Email delivery system that sends reports every morning

7. Error handling and notification system for failed processes

Automation Process

Automated Call Retrieval: n8n workflow runs on a nightly schedule, automatically connecting to Vonage API to pull all call recordings from the previous day. System downloads files, organizes them by timestamp and sales rep, and prepares them for processing. No manual downloading or file management required.

Transcription Pipeline: Downloaded recordings automatically route through Otter AI for transcription. System processes 30-50 calls overnight, converting audio to searchable text with speaker identification and timestamps. Transcription accuracy optimized for sales conversation terminology and industry-specific language.

AI Analysis & Report Generation: Transcribed calls feed into Claude AI for detailed coaching analysis. AI identifies key moments, objection handling techniques, closing attempts, rapport building, and improvement opportunities. Generates formatted reports with specific timestamps, quotes from calls, and actionable feedback tailored to each rep's performance patterns.

Organized Delivery: System automatically sorts reports by sales rep in Google Drive, maintaining consistent folder structure. Email delivery sends complete, ready-to-use coaching reports to manager's inbox every morning before work starts. Error handling and notification system flags any failed processes for quick resolution.

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Results

The automated system completely eliminated 7-12 hours of daily manual work, allowing the sales manager to focus entirely on coaching instead of administrative tasks. Reports are now delivered consistently every morning with zero manual effort, and the quality of analysis improved due to Claude's consistent evaluation criteria across all calls. The sales team receives better, more timely coaching, and the manager regained work-life balance.

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Conclusion

Through intelligent workflow automation and AI integration, I transformed an unsustainable manual process into a hands-off system that runs while the manager sleeps. This project demonstrates how automation can eliminate repetitive knowledge work, not just data entry, allowing professionals to focus on high-value activities that require human judgment and relationship-building.

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