From the client’s email to the proposal, with AI agents that work in your HubSpot.
AIFlock Sales is the version of AIFlock for sales teams that use HubSpot and Microsoft 365. You ask for things the way you’d ask a colleague, and its agents reply to the client, update HubSpot and prepare the proposal with your catalog.
Monday, 9:12 a.m. Ana Prieto writes to you: she wants a proposal to automate her orders.
Today, a quote takes five days to go out.
You look up the company, check the CRM, build the proposal from the last one and, by the time you finally send it, the client already has another one on the table. An AI chat helps with a single task, but it doesn’t know your CRM or your price list.
The same email, this time with your team of agents.
Each one does its part, and you decide what leaves the company.
- LM
The lead comes in
You ask it to check what came in this morning. It separates possible clients from suppliers, creates the deal in HubSpot and leaves the reply in your drafts. Try it with any of the three emails.
Lead Manager · Outlook and HubSpot
In HubSpotLogística Duero · Order management, new deal in LeadIn your draftsHi Ana, thanks for getting in touch. Which ERP do you use and how many orders do you handle a day? Would a call on Thursday at 10:00 work for you? - CR
Who they are
It reads Logística Duero’s website and latest news, and leaves you an account profile with a link to each source so you can check it.
Company Researcher · web search
Logistics operator based in Valladolid: three warehouses and about 140 employees. Opened a new warehouse in September.SourcesCompany website · press release (Sept.) - CA
What’s in HubSpot
It opens the deal in HubSpot and sums up which stage it’s in, what you’ve discussed with that client and which proposals you sent before.
CRM Analyst · HubSpot
Stage Qualified Last meeting October 9 History Two proposals to clients in the same sector - PM
What you offer
It searches your catalog and price list for what fits Ana’s request, and tells you which document each price comes from.
Product Manager · your catalog and price lists
Orders module €9,600 Connector to their ERP €4,800 Rollout, 3 warehouses €4,200 Total excl. VAT €18,600 - PW
The proposal
It builds the proposal in Word with your usual template and leaves it attached to an Outlook draft, ready for you to review.
Proposal Writer · Word and Outlook
Proposal for order managementHi Ana, as agreed, here is the proposal to automate your order management…
AttachmentPropuesta_Logistica_Duero.docx
You ask in writing, the way you’d ask a colleague on your team.
From the first email to the proposal and the follow-up.
What you’ve seen with Ana’s proposal works for the rest of the sales process: answering clients, following up, winning back clients or training the salesperson who just joined.
- Following the client
- PM
Customer service
When a client asks something technical, the agent finds the answer in the right product sheet and leaves the email in your drafts, citing the document.
Product Manager · Outlook
Client’s questionCan we export the day’s orders to Excel?In your draftsHi Ana, yes, from the orders panel, with one click per warehouse. User manual. - MAPM
Proposals and consultative selling
One agent studies the trends in the client’s sector and another searches your catalog for the products that fit, with their sheets and certifications.
Market Analyst and Product Manager · web search and your catalog
Sector trendsMore orders through digital channels and 24-hour delivery [linked source]What you offerOrders module and connector to their ERP · connector technical sheetAction planNew warehouse first; the other two in the second month - SDPW
Follow-up
Every Monday you launch the follow-up plan with one message: it pulls the stalled deals from HubSpot and prepares a draft for each client.
Sales Director and Writer · HubSpot and Outlook
Transportes Cid 15 days with no activity draft Almacenes Norte 11 days with no activity draft Launched with“Launch the client follow-up” · completed, risk N1 in Executions - CAPM
Cross-selling and upselling
It reviews the deals by stage in HubSpot and suggests, deal by deal, what else to offer and what to do in the next 30 days.
CRM Analyst and Product Manager · HubSpot and your catalog
With test data. - CACR
Winning back clients
It finds the clients with no activity for months, checks what you offered them and what has changed at their company, and leaves you a draft to get back in touch.
CRM Analyst and Researcher · HubSpot and web
Frío Castilla 7 months Last offer: warehouse module Puerto Seco 9 months Proposal with no reply What has changedFrío Castilla is opening a warehouse in Burgos (its website)In your draftsHi Pedro, we saw the news about Burgos… - Across the whole process
- CA
Reporting
After a call or a meeting you tell it what happened and it logs it on the HubSpot deal.
CRM Analyst · HubSpot
YouNote on Logística Duero that we’re starting with the new warehouse and that Ana wants the quote before the 20th.CRM AnalystNote added to the deal and a “Revised quote” task for the 18th. - PM
Training the salesperson
The salesperson who just joined asks the product agent, and it answers by citing the product sheet.
Product Manager · your catalog
QuestionDoes the ERP connector work with Sage 200?Product ManagerYes, with Sage 200 and with SAP Business One. Connector technical sheet. - PW
In their language
It writes the announcement, the price change or the proposal in each client’s language, with your catalog, and leaves it all in drafts.
Proposal Writer · HubSpot and Outlook
Bonjour Madame Laurent, comme convenu, vous trouverez ci-joint notre proposition pour la gestion des commandes de vos trois entrepôts…AttachmentProposition_Logistique_Laurent.docx - PM
Internal processes
It checks that a product says the same thing in the technical sheet, the price list and the website.
Product Manager · your document library
Item Technical sheet Website Orders per minute 2,000 1,500 Supported ERPs Sage 200, SAP B1 Sage 200, SAP B1 To reviewOne difference between the sheet and the website
For sales leadership: how each salesperson is doing and where the opportunity is.
You ask the Sales Director agent, or launch it as a plan every Monday. It reads the team’s deals and activity in HubSpot, prepares the Excel file and suggests what to do with the portfolio.
YouHow is the team doing this week and where are the opportunities in the portfolio?
| Salesperson | Open deals | Weighted forecast | Activity, 7 days | Stalled over 10 days |
|---|---|---|---|---|
| Lucía Marín | 14 | €61,000 | 23 | 1 |
| Pablo Ortega | 9 | €38,500 | 8 | 4 |
| Elena Ruiz | 11 | €42,500 | 17 | 2 |
Recommendations for your portfolio
- Transportes Cid: offer them the ERP connector; they’ve had the orders module for a year.
- Frío Castilla: seven months with no activity and opening a warehouse in Burgos. Get back in touch this month.
- Pablo Ortega has four stalled deals: go through them together at Monday’s meeting.
Example case with made-up data
Your team of agents, built around you.
You start with seven agents trained on your catalog and your proposals, and we adjust them to the way you sell. Whatever repeats every week becomes a work plan you launch with one message.
“Launch the client follow-up”
It gets everything ready and you send it.
- Replies stay in your Outlook drafts.The app doesn’t have permission to send email: you review the messages and send them yourself.
- In HubSpot it only writes what you ask for.Each request creates a note, a deal or a task, and you know which one.
- Every step is logged in Executions.You see which agent did each thing and what the result was.
We get it running with one of your own deals.
We connect HubSpot and Outlook.
We generate the HubSpot access key with you and connect your Microsoft 365 account. Connectors for Dynamics 365, Pipedrive and Zoho are coming soon.
We load your catalog.
We upload your price lists, your product sheets and some proposals you’ve already sent, so the agents can work with them.
We test it with one of this week’s deals.
The agents prepare the proposal for one of your deals, and together we correct whatever doesn’t come out the way you’d do it.
These are launch prices. Each additional user costs €40 a month.
| Starter | Pro | Business | Custom | |
|---|---|---|---|---|
| per month | €20 | €100 | €469 | Let’s talk |
| users | 1 | 1 | 5 | As many as you need |
| HubSpot | Not included | We connect it with you | We connect it with you | We connect it with you |
| setup | On your own | With one of your deals | Dedicated | Custom |
| Free trial | Tell us your process | Tell us your process | Let’s talk |
Where your data is. The app runs in Finland, the database and documents are stored in Germany and the AI model runs in the European Union. Web search and the HubSpot connection use providers outside the EU, listed in our subprocessors list.
What people ask us.
Does it work with a CRM other than HubSpot?
Today the agents work with HubSpot: they read deals, contacts and history, and write notes, deals and tasks when you ask them to. Connectors for Microsoft Dynamics 365, Pipedrive and Zoho CRM are coming soon. If you use one of them, tell us in the thirty-minute meeting and we’ll look at which part of the process you can already set up with Outlook and your catalog.
Does it send emails to my clients?
No. The app doesn’t have permission to send email. The agent drafts the reply or the proposal and leaves it in your Outlook drafts, with the attachment if there is one. You open it, change whatever you need and send it from your account like any other email. The Executions screen logs which agent prepared each draft.
What if we use Gmail?
Today AIFlock Sales works with Microsoft 365: Outlook for email, plus the calendar and To Do for tasks. The Gmail and Google Calendar connection is coming soon. If your team works with Google, tell us in the meeting and we’ll look at which part of the process you can start using now with your catalog and your proposals.
Does it listen to my calls?
No. The agents don’t listen to calls or join your meetings. If you record the meeting with your usual tool, you give it the transcript and the agent writes the minutes, adds the note to the HubSpot deal and creates the follow-up task with its date. What it writes in HubSpot is exactly what you asked for in that message.
Does it train on my data?
No. When we say the agents are trained by your team, we mean their instructions: they learn from how you ask for things and from the corrections you make. Your documents, your emails and your HubSpot data aren’t used to train any AI model.
Can I try it without HubSpot?
Yes. The free trial starts with your Microsoft 365 email and your catalog, so from day one you can see how it answers a client and how it prepares a proposal. We connect HubSpot with you during setup, because you need to generate an access key for your account and decide which data the agents will look up.
Tell us about your sales process.
In thirty minutes we show you how your agents would do it.
AIFlock Sales was designed by the team of Joaquín Peña Siles, PhD in multi-agent systems and professor at the University of Seville. Meet the team.