Automatic analysis of prospecting calls, summarised in the client file
The sales rep’s calls were recorded, but nobody listened back and the client file kept almost nothing of them. Now, every week, the useful calls are transcribed and summarised in a prospect file, posted on the right prospect.
In figures
- 50+prospect files generated
- 31,000+calls reviewed on each run
- 94%of calls set aside straight away as too short
- ≈ 27 hof listening and writing saved
The client
A services group grows by buying small companies in its industry. A sales rep calls interested owners to understand their business, their motivations and their terms. Calls go through the company’s phone system, and each prospect has a record in the client file.
The starting point
Calls were recorded, but nobody listened back. The client file kept almost nothing of what had been said: to know where a prospect stood, you had to listen to the recordings again or ask the rep.
Why it was a problem
The decisive information, such as the size of the business, the expected price, the objections or the call-back date, stayed in the rep’s head. A change of rep risked wiping out the history, and there was no way to follow the quality of the calls.
What was built
The approach
- Define the ideal file with managementManagement set out what a good prospect file must contain, in what order, and how it should read at a glance.
- Never make anything upInformation missing from the call is marked “not mentioned”. That is useful too: it shows what to ask on the next call.
- Group everything by prospectAll the calls with the same prospect are brought together in one file, updated when a new call comes in.
- Run on its own, and reportThe process runs every week with no manual step, and sends a report after each run.
What was delivered
- Automatic retrieval, every week, of all the calls from the phone system, matched to prospects by phone number.
- Call sorting: calls under a minute, voicemails and simple appointment confirmations are set aside.
- Transcription of the useful calls, grouped prospect by prospect.
- A prospect file in nine sections: summary, the prospect, their company, goals and motivations, blockers and objections, how the call ended and the next step, key quotes, and a note on how the call went.
- The file posted directly on the prospect in the client file, and updated with each new call.
- The existing prospect lists imported into the client file, to start from a single base.
- A report email after each run, to know straight away if anything went wrong.
What changed
- After a call, the client file says what was said, without anyone listening to the recording.
- Management knows where each prospect stands by reading a file instead of listening to calls.
- Motivations and objections are recorded the same way for every prospect, so they can be compared.
- The rep has nothing to type up after their calls.
- The change of sales rep lost nothing: the history stayed in the client file, and the new rep’s past calls were brought in.
Where these figures come from
Figures taken from the tool’s run reports: 54 prospects recognised, each with their file, and 31,396 calls retrieved on the run of 18 July 2026. The share of calls under a minute (94%) was measured over 45 days of history. The time saved is calculated on 30 minutes to listen back to a prospect’s calls and write their file by hand, across 54 prospects.
For confidentiality, neither the client nor the software used is named. The diagram uses made-up data.