AI Sales Assistant
What is the AI Sales Assistant?
The AI Sales Assistant is an AI employee designed to help you work smarter, stay organized, and deeply understand your sales pipeline. With access to your CRM data and meeting records, it can automatically keep your CRM up to date, create activities, and deliver on-demand insights through a conversational chat interface.
The AI Sales Assistant is part of CRM AI and is available with a CRM AI Standard or Pro subscription. See CRM AI editions for details.
Why is the AI Sales Assistant important?
Keeping your CRM accurate and up to date takes time, especially when you're juggling meetings, follow-ups, and day-to-day sales activities. Without a system to handle administrative tasks, you may encounter:
- Outdated or incomplete CRM records after meetings
- Time spent on manual data entry instead of selling
- Difficulty finding specific company details or opportunity history
- Missed follow-ups and action items from customer conversations
The AI Sales Assistant addresses these challenges by automating CRM updates and giving you instant access to insights from your sales data through a simple chat experience.
What's included with the AI Sales Assistant
- Automated CRM updates: Automatically update CRM contact, company, opportunity, and custom object records after customer meetings and calls, based on meeting participants and conversation content captured through meetings and sales activities
- Conversational CRM insights: Ask natural-language questions to get specific, company-level insights from your CRM data and meeting content — no need to run reports or search through records manually
- Activity creation: Create sales activities directly from the AI Sales Assistant based on meeting outcomes and CRM data, helping you stay on top of follow-ups and next steps
The AI Sales Assistant uses data from your meeting recordings and CRM records to power its insights and automated updates. Conversation Intelligence captures conversation details, summaries, and action items that the assistant uses to keep your CRM accurate.
How to set up the AI Sales Assistant
Core requirements
- CRM with contacts, companies, or opportunities configured
- Meeting recording enabled to allow the AI Sales Assistant to use conversation data for CRM updates and insights
Step 1: Set up your AI Sales Assistant profile
The AI Sales Assistant can start working with minimal configuration. Setting up its profile helps ensure it represents your business accurately and is easy to identify within your AI Workforce.
- Go to AI > AI Workforce.
- Click Configure on the AI Sales Assistant.
- Name your AI and upload an identifying image.
This helps you recognize the AI Sales Assistant during configuration and when reviewing its activity.
Step 2: Understand capabilities
The AI Sales Assistant includes two core capabilities. Each serves a different purpose and can be enabled or configured independently based on your needs.
Talk to your CRM data
The Talk to your CRM data capability allows you to interact with your CRM through a conversational chat interface. You can ask the AI Sales Assistant natural-language questions to get specific, company-level insights from your CRM data and meeting content.
For example, you can ask questions like:
- "What opportunities have we opened with Acme Corp?"
- "What was the outcome of my last meeting with Joe at Acme Corp?"
- "Show me all contacts at this company"
- "What opportunities are currently open in my pipeline?"
- "What action items came out of my recent meetings?"
The assistant responds with concise, contextual answers, eliminating the need to manually search through CRM records or run reports.
To access the chat interface, click the AI icon in the top right of the CRM screen.
You can customize the prompt used by this capability to adjust how the AI Sales Assistant interprets and responds to your questions. Avoid removing the default instructions to ensure accurate data access and results.
Auto update CRM records
The Auto update CRM records capability allows the AI Sales Assistant to automatically update your CRM records after each customer meeting or call, including contacts, companies, opportunities, and custom object fields.
- Extracts key details from meeting content captured through Conversation Intelligence
- Updates contact and company records based on meeting participants and conversation outcomes
- Updates opportunity fields such as price and pipeline stage based on sales activity
- Updates custom object fields (for example, vehicle year and model) based on conversation content
- Creates activities based on action items and follow-ups identified during meetings
- Respects field restrictions — will not update a field with a value outside defined options
Overwrite settings: For each field, you can configure how the AI handles existing values:
- Always overwrite: The AI updates the field regardless of whether it already has a value
- Overwrite if empty: The AI only fills in the field if it is currently empty
To configure overwrite preferences, go to Business App > CRM > AI Sales Assistant > Configure. In the Update CRM capability, set the overwrite preference for each field.
Automation time trigger: You can also use an automation time trigger to prompt the AI Sales Assistant to find and act on data updates on a schedule — without waiting for a meeting to trigger it.
Step 3: Add knowledge sources
Add relevant knowledge base content to help the AI Sales Assistant provide more accurate and context-aware responses. This can include information about your products, services, pricing, or sales processes.
Step 4: Start using the AI Sales Assistant
Once configured, the AI Sales Assistant works in two ways:
- Automated updates: After meetings are recorded and analyzed, the AI Sales Assistant automatically updates your CRM records based on the conversation content. No action is required from you.
- On-demand chat: Open the AI Sales Assistant chat by clicking the AI icon in the top right of the CRM screen. Ask questions about your CRM data, meeting outcomes, or company details to get instant answers.
CRM AI editions
CRM AI is available in three editions:
| Feature | Free | Standard | Pro |
|---|---|---|---|
| Contacts and companies | Included | Included | Included |
| Opportunities and visual pipelines | Included | Included | Included |
| Forms | Included | Included | Included |
| Smart lists | Included | Included | Included |
| Meeting scheduler | Included | Included | Included |
| Custom objects | N/A | Included | Included |
| AI Sales Assistant | N/A | Included | Included |
| Auto CRM updates | N/A | Included | Included |
| Chat with CRM data | N/A | Included | Included |
| Conversation intelligence | N/A | N/A | 750 minutes/month. Overages: ~$0.04/min (applies after bonus period ends). |
| Sales coaching and conversation scoring | N/A | N/A | Included |
| Sales frameworks (BANT, MEDDPICC, SANDLER) | N/A | N/A | Included |
The Free edition includes core CRM features with every Business App. Standard adds AI Sales Assistant capabilities and custom objects. Pro adds conversation intelligence and sales coaching.
CRM AI Pro includes 750 minutes of meeting recording per month. Enjoy unlimited recording as a bonus until mid-2026, after which overages will be billed at approximately $0.04 per minute.
Vendasta partners receive a discount on CRM AI retail pricing. Contact your account team or visit the Marketplace for current pricing.
FAQs
Is CRM AI priced per seat?
No, what sets Vendasta CRM AI apart from traditional CRMs is that it's priced per organization. Since AI helps you scale without adding headcount, our pricing gives you unlimited seats on all plans. CRM AI Pro includes 750 minutes of meeting recording and conversation intelligence. Enjoy unlimited recording as a bonus until mid-2026, after which overages will be billed at approximately $0.04 per minute.
What is Conversation Intelligence and how does it work?
CRM AI Conversation Intelligence is a core feature that records, transcribes, and analyzes your virtual sales meetings. It currently supports English-language transcription for platforms like Google Meet and Microsoft Teams, generating automated meeting summaries and bulleted action items that are stored directly in your CRM record for easy follow-up. CRM AI Pro includes 750 minutes of meeting recording. Enjoy unlimited recording as a bonus until mid-2026, after which overages will be billed at approximately $0.04 per minute.
Are there any limits to meeting recording?
CRM AI Pro includes 750 minutes of meeting recording. Enjoy unlimited recording as a bonus until mid-2026, after which overages will be billed at approximately $0.04 per minute.
Where do I access the AI Sales Assistant?
You can configure the AI Sales Assistant from AI > AI Workforce. To use the chat interface, click the AI icon in the top right of the CRM screen.
What data does the AI Sales Assistant have access to?
The AI Sales Assistant has access to your CRM data (contacts, companies, opportunities) and meeting content captured through Conversation Intelligence, including transcriptions, summaries, and action items.
Do I need to enable both capabilities?
No. You can enable or configure each capability independently. For example, you can use the chat feature to explore CRM insights without enabling automated CRM updates.
How does the AI Sales Assistant update my CRM?
After a meeting is recorded and analyzed, the AI Sales Assistant extracts relevant details from the conversation — such as participant information, discussion outcomes, and action items — and updates the corresponding CRM records automatically. This includes contact and company records, as well as opportunity fields (such as price and pipeline stage) and custom object fields (such as vehicle year and model). You control which fields the AI can update and whether it should always overwrite existing values or only fill in empty ones.
Can I control which fields the AI Sales Assistant updates?
Yes. In the Update CRM capability configuration, you can select which fields the AI is allowed to update and set the overwrite preference for each one — either always overwrite or overwrite if empty. The AI also respects any field restrictions you have defined, so it will never set a field to an invalid value.
Can the AI Sales Assistant create activities?
Yes. The AI Sales Assistant can create activities in your CRM based on action items and follow-ups identified during meetings, helping you stay organized and follow up on commitments.
What types of questions can I ask through the chat?
You can ask natural-language questions about your CRM data and meeting content. Examples include asking about specific companies, opportunity status, recent meeting outcomes, contact details, and action items.
Does the AI Sales Assistant join my live calls?
No. The AI Sales Assistant does not join live calls. It works with meeting data after meetings are recorded and analyzed, using that information to update your CRM and provide insights through chat.
Can I customize how the AI Sales Assistant responds?
Yes. You can customize the prompts used by each capability to adjust how the AI Sales Assistant interprets data and generates responses. Avoid removing the default instructions to ensure accurate results.
What happens if meeting recording is not enabled?
The AI Sales Assistant can still access and provide insights from your existing CRM data through the chat interface. However, automated CRM updates based on meeting content require meeting recording to be enabled.
Does the AI Sales Assistant support multiple languages?
The AI Sales Assistant currently processes meeting content in English. It uses English-language meeting transcriptions and summaries to update CRM records and generate insights.