How a Sales Agency Cut Admin Work with AskElephant
Crush admin, not just calls. AskElephant powers your entire sales process: updating deals, handling follow-ups, and flagging risks automatically.
So, you just crushed a discovery call, the prospect is engaged, and then reality hits.
You need to update the CRM, send a follow-up email, create action items, and somehow remember every detail that could make or break the deal.
The problem is that by the time you finish the admin work, you’ve forgotten half the nuances that actually matter.
The admin work is both annoying and kills deals.
You miss follow-up commitments because action items got lost in messy notes. You provide incomplete pipeline updates because you can’t recall exact conversation details.
Most frustrating of all, the average sales rep enters meetings blind because they don’t have time to research prospects properly.
The traditional AI notetaking tools like Fathom and Otter.ai promised to solve this, but they never really did.
I mean, sure, they transcribe conversations, but then what?
You still need to manually extract the important stuff to feed to ChatGPT (or do it yourself) to transform the data, manually update your CRM, and figure out what to do next.
That’s why we built AskElephant differently. Instead of just capturing what happened, we focus on what happens next, too.
Our platform doesn’t just take notes, it also transforms those notes into actionable intelligence that powers your entire sales process.
Today, we want to show you exactly how this works by walking through a real example.
We’ll look at how Utmost Agency, a constantly customer-facing team in outbound sales and lead generation automation, uses AskElephant to turn their discovery, onboarding calls, and sales call into a competitive advantage.
AI can do so much more
Most sales teams are drowning in information but starving for insights.
You have CRM systems full of contact records, meeting notes scattered across different platforms, and action items buried in email threads.
Because of this, when it’s time to prep for the next call or update the pipeline, you’re hunting through a digital haystack trying to find the needle that matters.
The real problem isn’t about capturing information, it’s about connecting the dots:
What did the prospect say about their current solution?
Which stakeholder seemed most engaged?
What objections came up, and how did they respond to your handling of them?
When deals stall, you need to understand why, but that context is trapped in unstructured notes and fading memories.
Traditional AI notetakers solve the wrong problem. They give you perfect transcripts of conversations you already heard.
What you actually need is someone who was paying attention to everything you may have missed, someone who can spot patterns across all your deals, and someone who can take action based on what they learned, and that’s exactly what AskElephant does.
Utmost Agency’s AskElephant-driven approach and how it helps them win more and accelerate with zero hassle
We asked Utmost Agency’s CEO how they use the tool at their agency and here’s what they had to say.
“We’re in sales every day talking with people needing sales automation services. We are always cold emailing, running nurture campaigns, hopping on calls.”
“The more meetings you have, the more admin there is: notes to type up, HubSpot to update, follow-ups to send… it adds up fast.”
“AskElephant basically became our silent team member who does all of that without complaining.”
Andrew van Rossenberg, CEO and Co-founder at Utmost Agency
Instead of just recording conversations, we deploy specialized AI agents that each handle a specific part of your sales process.
Think of it as having a team of assistants who never get tired, never forget details, and can work on multiple deals simultaneously. Andrew added:
“What Colin and I love the most is that it directly connects with our calendar and we no longer have to go hunting through random docs, LinkedIn profiles, or half-finished notes. AskElephant searches and brings all the sales intelligence we need where it needs to be.
Plus, it’s like ChatGPT that’s educated on our specific sales data based on every conversation we’ve had with our customers or prospects. We can literally ask it anything about a sales call we’ve had or what the best next steps should be, and it’ll provide us with the best info”.
AskElephant works by connecting with your calendar, so when a prospect books a meeting, our research agent immediately gets to work.
It builds a customized meeting brief. This draws from past emails, meeting transcripts, CRM data, LinkedIn, the web, and any previous interactions with the company.
By the time you join the call, you know more about the prospect than they expect.
During the conversation, our listening agent captures not just what was said, but how it was said. It picks up on sentiment shifts, identifies buying signals, and flags potential objections.
After the call, multiple agents swing into action, one updates your CRM, another drafts personalized follow-up emails, and a third analyzes the conversation for coaching insights.
But the real magic happens between calls:
Our intervention agents monitor deal progress and alert you when deals need attention.
Our analysis agents study closed deals to identify what separates wins from losses.
Our coaching agents review your calls and help you improve your approach.
Let’s walk through exactly how this plays out in a real sales organization.
How Utmost Agency transformed their sales process with AskElephant AI Agents
Utmost Agency runs a high-volume sales operation. They’re constantly running cold email campaigns, nurturing leads, and booking discovery calls.
Like most agencies, they were buried in administrative tasks that pulled their very few salespeople away from actual selling.
The team at Utmost realized they needed more than just meeting transcripts. They needed a system that could handle the entire sales workflow from first contact to deal close.
Based on Utmost Agency’s implementation and our work with other sales teams, we’ve identified five essential AskElephant agents that transform sales operations:
HubSpot agent
This agent eliminates the data entry burden that consumes so much sales time. It listens to conversations and automatically updates contact records with relevant information.
Budget discussions get recorded in deal value fields. Timeline conversations update expected close dates. Stakeholder information gets properly categorized and stored.
“This one is gold. Normally, after a meeting, we’d have to sit down, type notes, update the prospect file in HubSpot, and maybe forget half of it in the process.
This agent listens to the meeting, writes up the notes, and updates the contact record automatically. For us, it means we never have to stop and do data entry mode, we just move on to the next call.”
Andrew van Rossenberg
This means your CRM data becomes more reliable and useful for pipeline analysis and forecasting.
Recap email agent
Here’s how Utmost Agency uses the agent according to Andrew:
“We use this right after meetings to send a follow-up that sounds like us. Instead of a bland “Thanks for your time,” it references exactly what we talked about, sprinkles in personal touches, and connects to their specific problem.”
“The cool part is that it sends the email seconds after the call, so prospects get the follow-up while the call is still fresh in their mind.”
This agent crafts personalized messages that reference specific conversation points and address particular concerns raised during meetings.
The personalization goes beyond inserting names and company information. The agent captures your communication style and adapts messages to match the prospect’s communication preferences identified during the conversation.
Demo scorecard agent
You can call this the sales coaching agent.
Here’s how Andrew puts it:
“It’s like having a coach who sits in every meeting. We use these scores in our weekly sales huddles to see what’s working and where we can tighten up.”
In sales, consistent improvement requires consistent measurement.
This agent scores every sales conversation across multiple aspects: message clarity, objection handling, pacing, stakeholder engagement, and competitive positioning.
These scores provide immediate feedback while conversations are fresh and identify patterns that correlate with successful outcomes.
Teams can use this data to coach individual reps and adjust their overall sales approach based on what actually works.
Closed-won or closed-lost analysis agent
When deals close, this agent analyzes the entire conversation history to identify success factors and failure points.
It looks at conversation patterns, response times, stakeholder engagement, and competitive dynamics to understand why deals went the way they did.
This analysis creates a knowledge base full of actual insights for future deal strategies. The agent can suggest approaches based on similar successful deals or warn about patterns that typically lead to losses.
“Whenever a deal closes (whether we win or lose), this agent breaks down why. It looks at our conversations, follow-ups, and deal timelines to spot patterns.”
Case in point, we learned that deals where we sent a proposal within 2 hours of the call closed more often. And that’s now a rule we stick to.”
Andrew van Rossenberg
Proactive deal intervention agent
This agent monitors deal health across your entire pipeline and alerts you when deals need attention. It tracks engagement patterns, response rates, and deal velocity to identify deals at risk of stalling or being lost. Here’s how it helps Utmost according to Andrew:
“This one’s saved deals for us. If a deal is going cold because of things like no replies, low engagement, or missed follow-up, we get a Slack ping telling us exactly which deal needs love. We can jump in and re-engage before it’s gone for good.”
Leverage AskElephant to improve your sales performance
The most valuable thing about AskElephant is that it plugs into your entire sales process. It books the meeting, updates your HubSpot, pushes action items into Slack so that you forget nothing, sends the follow-up email, and tells you how to get better next time.
It’s like having a sales coordinator, note-taker, and coach all rolled into one.
Book a demo and we’ll walk you through what this could do for you.
