An AI sales assistant for a food manufacturer's sales team

The reps visit customers on the road and many orders arrive as photos. Here is how the assistant works, the rules it follows and what we learned.

The starting point.

Reps on the road

The sales reps visit shops, restaurants and distributors, and work from their phones between visits.

Orders arrive as photos

Many orders come in as a photo of a paper list, a chat screenshot or a PDF.

Typed by hand

Customers and orders were kept in Excel, typed in by hand.

Built on the new CRM

We built the assistant on the same CRM the team uses on screen, so both always show the same data.

01

Twelve actions on the CRM, and nothing else.

The assistant can look things up and save things, always through the same steps as the CRM's screens. Every number in its answers comes from the CRM, ready to read.

Try it · example data

Ask the assistant

Look up · 5
My monthToday's listFind a customerCustomer's historyReports
Save · 7
Log a saleLog a call or visitPostpone a customerChange stageAdd a customerAdd a noteSet the monthly target

Pick a question to see which action the assistant uses.

Only these 12 actionsThe assistant has no access beyond these actions: it reads and saves in the CRM through them, and nothing else.
Numbers come ready from the CRMAmounts and dates arrive already worked out and written. The AI passes them on, so the AI never retypes a total.
Missing data is namedWhen there is no target or not enough orders, the answer says so plainly instead of showing a zero.
02

It asks before anything important, and the system holds the line.

Two kinds of rules work together. The assistant's own rules make it confirm or ask. The CRM's rules refuse a change, whoever asks for it.

Sales assistantSam · example
Rule for the assistantConfirm before marking a customer as lost or changing a target.

It explains what will change and waits for a yes.

Rule for the assistantFind the customer first, and ask when two look alike.

Chains with several stores get one short question.

Rule in the systemActive only with a sale above zero and a valid tax ID.

The CRM refuses, whether the rep, the screen or the AI asks.

Clear orders run at once"Log 12 boxes for Corner Pantry" is saved straight away, and the assistant reads back exactly what it saved.
Unclear orders get one questionWhen something is missing or could mean two things, it asks one short question instead of guessing.
Same rules on every screenThe screens and the assistant save through the same steps, so a rule changes in one place and applies everywhere.
03

A voice note that knows your customers' names.

The rep taps once and talks. Along with the audio, the CRM sends the names of your products, shops and contacts, so they are written the way you spell them.

Try it · example

Tap once to talk · up to 60 seconds

The text will appear here for you to check.

Names sent with the audio

Taken from the CRM: products first, then shops and contacts.

Product AProduct BProduct CGreen Valley DeliOak Street MarketCorner PantryPinewood InnAnnaLisaMarkCentral Market Group
Up to 60 secondsOne tap starts, one tap finishes, like a voice message. A very short tap is treated as a mistake.
The rep checks before sendingThe text lands in the message box. The rep reads it and sends it, so nothing is saved from a mishearing.
Made for busy handsA short vibration and beep mark the start and the end, for reps who are on the road or carrying boxes.
04

An order photo is read, added up and checked against its total.

The rep sends a photo of a paper order, a chat screenshot or a PDF. The AI reads each line next to the product list, the CRM adds them up, and the assistant asks only about what it could not read.

Oak Street Market · Thursday

Product A — 12 boxes

Product B — 6 boxes

Prod∿∿∿ — ∿ boxes

Total $1,140

Waiting for an order
Order to checkExample
    Unclear stays blankA line the AI can't read is left empty for the rep, never filled with a guess.
    Prices come from youPrices are taken from the price list or from the rep. The AI doesn't work them out on its side.
    Marked as from a photoOrders saved from a photo carry that mark in the CRM, so anyone can see where each one came from.

    The project in numbers.

    12actions the assistant can take in the CRM
    5to look things up
    7to save sales, calls and visits, notes, customers, stages, targets and postponements
    60seconds max per voice note

    Source: the project's code, read on 21 October 2026.

    What we learned.

    01The CRM does the math, the AI does the talking.

    Totals and dates arrive ready to read, which keeps every figure in the answer exact.

    02Important confirmations live in the system too.

    In our next projects, changes like marking a customer as lost wait for a yes in the CRM itself, as well as in the assistant.

    ← Back to AI sales assistant Want the same for your team? Tell us how your reps work →