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SCENARIO 03·Sales·Opportunity Tracking

Opportunities are scattered across individual spreadsheets and emails, so no one knows which customers need follow-up

Sales opportunities are recorded in each representative's Excel files, emails, and messaging apps. To find out which opportunities are stalled and which customers need another visit, managers must ask about each one during the weekly meeting.

As the number of opportunities grows, follow-up depends on memory. It is easy to miss how long a quote has gone unanswered, whether a sample was sent, or when to contact the customer again. A missed follow-up may mean losing a potential order. When a sales representative leaves or changes roles, this progress information often leaves with them.

At a glance

How it was done

  1. Sales representatives keep separate spreadsheets and emails
  2. Each representative prepares an update and reports verbally
  3. The manager asks which opportunities need follow-up
  4. Sales representatives decide how to follow up

Where it gets stuck

Opportunities are scattered across each sales representative's records. They must rely on memory to know how long a quote has gone unanswered, and a missed follow-up may mean losing a potential order.

With an AI Agent

  1. Sales representatives keep separate spreadsheets and emails
  2. Each representative prepares an update and reports verbally
  3. The manager asks which opportunities need follow-up
  4. Sales representatives decide how to follow upHuman approval

AI Agent organizes records, applies rules to identify opportunities that need follow-up, and produces a weekly summary. Sales representatives still decide whether and how to follow up and whether to adjust the quote.

01

How it was done

  1. 01Sales representatives record customer and opportunity progress in their own spreadsheets or emails
  2. 02Each representative prepares an update before the weekly meeting and reports it verbally
  3. 03The manager asks about each opportunity and determines which ones need follow-up
  4. 04Each sales representative remembers when to follow up next
拜訪紀錄_業務甲乙.xlsxExcel
A1Date
DateSales RepCustomerMethodDetails
2026-08-22Sales Rep BExample PlasticsPhoneConfirmed requirements: 12 injection molding machines, about 40 drums per oil change. The customer asked us to prepare a specification comparison table first.
2026-09-05Sales Rep AExample ElectricPhoneThe equipment department at Example Electric called to ask about hydraulic oil. Send the catalog first.
2026-09-09Sales Rep AExample Precision EngineeringEmailSent quote Q-2609-031 for 20 drums of cutting fluid, quoted at NT$186,000. Awaiting a response.
2026-09-10Sales Rep BExample FoundryVisitVisited Example Foundry and left 2 drums of mold release agent for testing. Asked them to provide feedback after the trial.
2026-09-12Sales Rep AExample FastenersVisitDelivered 2 drums of lubricant samples to Example Fasteners for testing on two thread rolling machines.
2026-09-12Sales Rep BExample FoundryPhoneConfirmed that Example Foundry received the samples but has not started testing.
2026-09-16Sales Rep BExample Auto PartsVisitExample Auto Parts needs stamping oil. Confirmed the specifications and quantity and agreed to contact them again on 9/23. They will identify a machine for the trial at that time.
2026-09-17Sales Rep AExample Steel StructuresPhoneCalled, but no one answered.
2026-09-22Sales Rep AExample FastenersPhoneExample Fasteners said the sample was still being tested. Ask for the results again on 10/6.
2026-09-24Sales Rep BExample ValvesPhoneExample Valves said the price was high and needed further internal review. They asked us to see whether we could adjust it.
Visit Records100%
客戶追蹤_業務丙.xlsxExcel
A1Customer Name
Customer NameLast ContactStatusNext Action
Example Electric Co., Ltd.9/18Quoted NT$92,000 for 10 drums of hydraulic oilAsk again on 9/30
Example Gears9/20Sent 1 sample drum on 9/15. The customer said on 9/20 that testing was in progressAsk for results on 10/1
Example Hardware7/30The customer switched to another supplier. This opportunity is closed
Example Precision10/02Quoted NT$110,400 for 12 drums of cutting fluidAwaiting response
My Customers100%
Illustration only. These two records contain 5 opportunities that already need follow-up. They also include the same customer twice, records with unclear stages, and a record dated after today. In practice, all three sales representatives use different record formats, so the manager must ask about each opportunity during the weekly meeting.
02

With an AI Agent

  1. 01
    What it doesOrganize opportunity records
    Standard appliedCombine the two different record formats into one row per customer. Use only seven stages: initial contact, requirements confirmed, quote sent, sample testing, negotiation, won, and lost. If the stage cannot be determined from the records, enter "Not mentioned in the record" without making assumptions
    OutputAn opportunity record table with standard fields
  2. 02
    What it doesApply rules to identify follow-ups
    Standard appliedFlag a quote with no response for more than 14 days, a sample with no test result for more than 10 days, an agreed contact date that has passed, or any other active opportunity with no contact for more than 30 days. For each item, state which rule was triggered, the start date, and the number of days elapsed. Separately explain why items exactly at the threshold or with date issues were not included
    OutputA follow-up list and explanation of boundary cases
  3. 03
    What it doesFlag problems in the records
    Standard appliedList cases where the same customer appears in two records, the content does not show the stage, or a date is invalid. State which sales representative needs to provide more information
    OutputA list of items requiring more information
  4. 04
    What it doesProduce a weekly summary
    Standard appliedState the number of active opportunities, the total value of quotes sent, and the number requiring follow-up. Do not prioritize opportunities for the sales representatives or draft customer emails
    OutputAn opportunity summary for the weekly meeting, with next steps decided by sales representatives
Human approval
AI Agent only organizes records and provides reminders. Sales representatives decide whether and how to follow up. It does not contact customers on their behalf or determine quotes or follow-up priorities.
Platform modules used
Skills, Routines, Memory

From our observations at customer sites, a task that cannot answer "who will use it, what data it will use, and who will receive the output" usually produces only a few test records. For this task, first define who enters the visit records, which fields the opportunity records contain, and who receives the weekly summary.

Screenshots show the Traditional Chinese interface.

01Upload Records and Instructions

EgentWrX conversation screen: A team member uploads two sales records in different formats. The instructions specify the reference date and the number of days for four follow-up rules and ask AI Agent to prepare this week's opportunity summary.
  1. 1Two sales records in different formats are uploaded together.
  2. 2The instructions specify the number of days for four follow-up rules, and AI Agent applies the same criteria to all records.

02Execution Process

EgentWrX execution screen: AI Agent analyzes the two records separately, explains that it will calculate the number of days using the specified reference date of September 25, and then starts organizing the opportunity record table.
  1. 1The two records in different formats are read and analyzed separately.
  2. 2All day counts use the reference date specified in the instructions, even if the system date is different.

03Follow-Up List and Missing Information

EgentWrX results screen: The follow-up list contains 5 opportunities. Each entry states the triggered rule, start date, and number of days elapsed. Below the list, AI Agent explains the boundary cases that were not included and begins listing record issues that require more information from sales representatives.
  1. 1The follow-up list contains 5 opportunities. Each entry states the triggered rule, start date, and number of days elapsed.
  2. 2Items exactly at the 10-day threshold or with date issues are listed separately with an explanation of why they were not included.
  3. 3Issues such as duplicate records for the same customer or invalid dates are listed for sales representatives to clarify.

This scenario has no client figures; the description above reflects typical practice.

03

FAQ

Do we need to implement a CRM first?
Not necessarily. As shown in the demonstration above, you can start with the spreadsheets and emails your sales team already uses and first define clear fields for opportunity records. If your company already has a CRM, we recommend connecting it to a SQL MCP Server so the AI Agent can directly query real-time CRM data. The connection method depends on your CRM and deployment architecture. You can schedule a free consultation first.
Will AI Agent send emails to customers?
No. In this process, AI Agent only organizes progress and lists opportunities that need follow-up. Sales representatives decide whether to contact customers and how to quote. They remain responsible for all external communication.
What if sales representatives do not want to enter more data?
AI Agent can extract the required fields from visit records and key points in emails, so sales representatives do not need to complete another form. The fields must be defined first so records can be compared consistently and managers can review summaries using the same criteria.

Where to go next

30 minutes to map out which work to hand to AI first

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