50+ Quick Automations to Improve Sales Using AI

Save 100+ Hours By Implementing These Workflows Into Your Sales Process

August 25, 2025 • Estimated Reading Time: 13 minutes

At the end of this article

  • learn the exact system that helped a local service business

    • capture 100 - 140 qualified leads every month

    • manage $1 - $1.2 million in sales pipeline value per month.

    • save 100+ hours by automating their sales process

  • learn the 6 key areas that can be automated to convert more leads to deals.

  • learn how to implement simple automation systems into your agency or business.

It is possible to automate more than 90% of everything that you are doing in your sales process.

From finding leads to onboarding your new clients, save time, and get better results.

With the right systems in place, you’ll can capture, qualify, and nurture leads at scale.

With no extra staff or and little/no significant overhead costs.

In other words…the output of your efforts is now 10X more with the same input.

How can this benefit you?

  • Handle more leads and close more deals without having to increase your staff

  • Improve your chances of converting leads into customers

  • Get on sales calls with qualified leads only— and not tire-kickers

  • Close leads much faster with automated proposals and invoicing

  • Enhanced overall customer experience

I’ve put together this guide to help you implement 6 sales automation systems that you can get started with right away!

1. Lead Capturing

The foundation of any lead capture system is the methods used to collect information from potential customers.

You put so much effort and money behind generating leads, but if you’re not able to capture them in a systemized way, you’re losing out.

You’ll notice, the foundation to all of this is a having a CRM system set up.

Automation Opportunities for Lead Capturing

  • Connect your web forms to your CRM and email marketing platforms to automatically sync and segment lead data.

  • Set up a bot on Facebook Messenger, Instagram or WhatsApp to answer common questions and collect contact details, funnelling interested leads into your CRM for follow-up.

  • Deliver free content as soon they opt-in to download a lead magnet

  • Send a welcome email as soon as you get a new subscriber to your newsletter/mailing list

  • Send an automated response as soon as you receive an email contact request.

  • Send an automated SMS if you missed a call from a prospect.

  • Automatically send a DM on Instagram when a user either DMs or comments a specific “keyword” to get access to a resource. Then, automatically map the conversation to your CRM.

  • Automatically tag the source of the contact in a CRM such as Social Media, Organic, Paid etc.

  • Use quizzes or surveys that offer personalized results or recommendations, capturing the lead’s email and their responses.

2. Lead Qualification

Also referred to as lead scoring, this is useful in trying to figure out which leads are hot and ready to convert and which ones are simply tire-kickers.

You’d want to present the right offers to the right people instead of blindly shooting arrows at everyone.

Depending on your target audience, current offers and customer journey, you can experiment with multiple ways to qualify your leads.

The goal is here is to learn more about your leads, get more insights and filter out the bad leads before getting on a sales call.

Automation Opportunities for Lead Qualification

  • Set up a lead scoring system that evaluates leads based on criteria like engagement, job role, company size, or past interactions. High-scoring leads are prioritized for sales outreach.

  • Allow qualified leads to book calls or demos automatically through scheduling links sent as soon as they meet certain criteria, reducing friction in the follow-up process.

  • Use conditional logic in forms to ask qualifying questions (e.g., budget range, specific needs). Based on responses, leads can be segmented and assigned a score automatically.

  • Implement a chatbot that engages visitors with specific questions, assesses their interest level, and routes qualified leads directly to a sales rep or schedules a call.

  • Send automated surveys to new leads with conditional logic to classify them based on responses, and route qualified leads to specific follow-ups.

  • Leverage AI tools that analyze lead interactions and attributes to identify high-potential leads and prioritize them for manual follow-up by your team.

  • Trigger alerts to your sales team when a lead reaches a certain qualification threshold, ensuring timely follow-up on high-quality opportunities.

Here’s an example

Their current flow

  • An agency gets visitors to opt-in for a free pre-recorded demo of their marketing system;

  • They are prompted to fill out an application form to book a discovery call. Criteria:

    • Has an annual revenue of more than $500,000 per year

    • More than 5 employees

    • Company based in US or Europe

Problem:

  • 60% of all leads that come through are a bad fit, hence not ready for the services.

  • Sales reps spend hours getting on calls with tire-kickers, or trying to manually qualify them over the call - not very efficient

Solution:

  • Build a lead qualification form that includes conditions to take them through different routes based on their responses.

    • Good fit > book a call

    • Bad fit > downsell offer

Outcome

  • Sales reps saved 5 - 6 hours per week manually qualifying leads.

  • Got on sales calls with qualified leads leading to higher closing rates.

3. Lead Nurturing

Not all your leads are going to book a call with you; nor are they going to end up being your clients.

The key here is to understand which stages in the customer journey they are in, and send personalized messages that push them towards the next action in the funnel.

For example;

  • if they have just opted in to your lead magnet, push them to the “Book a Call” sequence;

  • if they booked a call and didn’t show up, push them to the “Call No-Show” sequence;

  • if they were sent a proposal and you haven’t signed off, push them to a “Proposal Follow Up” sequence;

  • if they have not engaged with any of your communications at all, push them to a “Long-term Nurture” sequence;

These are just a few examples, but as you can see, the nurturing can be automated (yet personalized) depending on where they are in the customer journey.

Automated sequence to push the leads to book a discovery call

Automation Opportunities for Lead Nurturing

  • Send SMS messages after important actions/engagements. Eg: after a lead downloads a guide, to keep the conversation going and encourage further interaction.

  • Set up email drip campaigns to send a series of scheduled, personalized emails based on the lead’s interests, actions, or engagement level.

  • Segment leads in your CRM based on their behaviors, preferences, or demographics, then send targeted content that aligns with each segment’s interests.

  • Use automated lead scoring to rank leads based on engagement and interest, allowing your team to prioritize high-intent leads for timely follow-up.

  • Automate content delivery by dynamically adjusting email content or website CTAs based on where the lead is in the funnel or their past interactions.

  • Use retargeting ads on social media and display networks to stay top-of-mind for leads who have previously engaged with your website or emails.

  • Schedule newsletters that automatically pull in recent blog posts, industry news, or company updates to keep leads informed and engaged.

  • If a lead engages with a specific topic, automatically deliver related content (e.g., eBooks, videos) aligned with their interest to nurture them further.

4. Sales/Discovery Call Scheduling

After engaging with your leads, the goal is to book a call. Automated scheduling tools eliminate the back-and-forth of arranging meetings, freeing up valuable time for sales representatives.

While this process is only partially automatable, you can streamline it to:

  • Eliminate back-and-forth email exchanges by sending prospects a link to your calendar for self-scheduling.

  • Send automated email and SMS reminders to boost call attendance rates.

  • Trigger appropriate post-call actions based on outcomes (e.g., no-show, needs more time, send proposal). This automatically routes leads to relevant follow-up sequences.

Note: instead of simple reminders, consider including a call agenda too. This can help manage expectations and encourage them to get on the call too.

The goal here is to improve the “Show Up Rate”.

Automation Opportunities for Sales Call Scheduling

  • Embed a calendar booking tool (e.g., Calendly, Acuity) on your website or landing page that allows leads to self-schedule sales calls

  • Send an automatic confirmation email or SMS with call details (date, time, and meeting link)

  • Schedule automated reminders (email or SMS) for upcoming sales calls, including links to reschedule if needed.

  • Automatically assign scheduled calls to specific sales representatives based on predefined criteria.

  • Integrate calendar tools with your CRM to capture all booking information in one place.

  • If a lead is unqualified, trigger a nurturing sequence with educational resources or offers that keep them engaged until they’re ready for a sales call in the future.

  • Allow leads to automatically cancel or reschedule their calls via email links or SMS.

  • Use tools that detect a lead’s time zone to present available times in their local zone, simplifying the scheduling process and avoiding time conflicts.

  • Use AI to automatically log call details and outcomes in the CRM post-call, helping maintain an organized record of interactions and next steps.

5. Proposal Management

Proposal management is the systematic process of creating, tracking, and following up on sales proposals sent to potential clients.

It streamlines the sales process by automating tasks such as generating proposal documents, sending them to leads, and monitoring their status.

This automation increases efficiency and helps achieve the primary goal: improving the "Proposal Acceptance Rate".

Automation Opportunities for Proposal Management

  • Use a tool like PandaDoc to create proposal templates with pre-set sections (e.g., introduction, pricing, terms). This allows you to generate new proposals quickly by filling in only client-specific information. Alternatively, you can use GHL

  • Connect your CRM to your proposal software to automatically pull in client details, project specifications, and pricing. This reduces manual data entry and ensures accuracy.

  • Set up triggers in your CRM or email automation platform to prompt proposal creation when a lead reaches a specific stage in your sales pipeline.

  • Use e-signature tools to enable clients to review and sign proposals online.

  • Automate notifications and reminders to follow up if a proposal remains unsigned after a specified period.

  • Create follow-up reminders that trigger if there’s no response within a certain time frame after sending the proposal.

  • Track when a client opens, views, or comments on a proposal. Automated notifications can inform you of client interest and allow you to follow up at the right moment.

  • Organize all proposal documents in one central location that automatically categorizes, tags, and stores files based on client names, proposal types, or dates.

  • For accepted proposals, automatically send a follow-up with payment instructions or a contract link, moving clients smoothly from proposal acceptance to the onboarding or payment stage.

  • Automatically save and organize versions of proposals, especially if adjustments or edits are made based on client feedback.

  • Set up reports to analyze the effectiveness of different proposals, including metrics like proposal acceptance rate.

6. Client Onboarding & Feedback

This refers to a structured process of welcoming new clients and guiding them through the initial stages of the working relationship.

A well-automated onboarding process helps:

  • create a positive first impression,

  • reduces onboarding time,

  • sets the foundation for a productive and collaborative partnership,

  • maintain client retention and increase chances for a positive feedback (more important if you’re offering a recurring service).

Automation Opportunities for Client Onboarding

  • Trigger a series of personalized welcome emails immediately after a client signs the contract, introducing your team, sharing resources, and setting expectations.

  • Create a digital intake form for clients to complete, capturing all necessary information and automatically storing it in your CRM.

  • Use the scheduling calendar to allow clients to book their kickoff call, which syncs with your calendar and automatically sends reminders.

  • Once a client signs on, automatically create a project in your project management tool (like ClickUp) with pre-defined tasks for the team.

  • Use invoicing or billing software that automates recurring payments or initial invoices, with reminders sent automatically for due payments.

  • Provide clients with an automated checklist that guides them through the initial steps (e.g., providing account access, uploading files) and mark items off as they complete them.

  • Share a series of pre-recorded video tutorials with clients, helping them understand your process, software, and key deliverables.

Next Steps…

Implementing these automation systems can significantly streamline your sales process, allowing you to focus on closing deals and delivering excellent results to your clients.

However, it's important to remember that you don't have to implement all these systems at once.

A phased approach can be more manageable and help your team adapt to the new processes gradually.

Start by identifying the areas where automation can have the most immediate impact on your business.

Implement one or two systems at a time, allowing your team to adjust and providing opportunities to refine the processes.

As you and your team becomes comfortable with the new systems, you can introduce additional automation steps.

Remember, the goal is to create a more efficient and effective sales process that works for your specific business needs.

If you need help developing a custom roadmap for automating your sales process or guidance on which systems to prioritize, we're here to help. Book a discovery call with us, and let's create a tailored plan to automate and scale your business together!

Ready to take the next step? Click here to schedule your discovery call and let's discuss how we can optimize your sales process through smart automation.

The Agentic Marketer