Sales & Customer Service • Module glossary
This glossary explains common words and fields you’ll see when using AI Sales Assistant in XFatora.
Also known as: LeadPilot AI, AI Lead Manager
What it is: AI Sales Assistant is XFatora’s smart helper that supports your sales team by drafting messages, suggesting next actions, and keeping conversations organized.
When you use it: Use it when you want faster follow-ups, consistent messaging, and less manual work for routine sales tasks.
Example: A lead asks for pricing; the assistant drafts a reply using your approved tone and suggests scheduling a demo.
Common fields (and what they mean):
Related terms: Lead, Follow-up Task, Templates
What it is: Suggested next steps are simple recommendations after key events (proposal sent, no reply for 7 days, meeting completed).
When you use it: Use them to keep your pipeline moving without relying on memory.
Example: A proposal was opened but not answered; the system recommends a short check-in message.
Common fields (and what they mean):
Related terms: Next Best Action, Follow-up Task
What it is: A call summary is a short, structured recap of a sales call: needs, objections, and next steps.
When you use it: Use it to reduce note-taking and make follow-up clearer.
Example: After a discovery call, the summary highlights: budget range, decision date, and key concerns.
Common fields (and what they mean):
Related terms: Follow-up Task, Opportunity
What it is: A conversation log is the record of messages exchanged with a lead or customer.
When you use it: Use it so anyone on your team can step in and continue the conversation smoothly.
Example: A manager reviews the conversation log to coach the team on objections handling.
Common fields (and what they mean):
Related terms: Activity Log, Smart Mentions
What it is: A follow-up sequence is a planned set of messages sent over time until the lead responds or the sequence ends.
When you use it: Use sequences to avoid losing opportunities due to missed follow-ups.
Example: Day 1: thank-you email → Day 3: value case study → Day 7: quick check-in.
Common fields (and what they mean):
Related terms: Templates, Opt-out, Engagement
What it is: Handover is the moment the AI steps back and a salesperson takes over (for complex negotiation, legal terms, or sensitive topics).
When you use it: Use handover rules to keep AI helpful while ensuring high-touch steps are handled by a person.
Example: When the lead asks for a custom contract clause, the assistant alerts the account owner to respond.
Common fields (and what they mean):
Related terms: Conversation Log, Smart Mentions
What it is: Lead qualification is the process of confirming if a lead is a good fit—budget, need, timeline, and authority.
When you use it: Use qualification to focus your team on leads that are most likely to convert.
Example: The assistant asks short questions and marks the lead as Qualified when the criteria are met.
Common fields (and what they mean):
Related terms: Lead, Opportunity, Lead Scoring
What it is: Lead scoring is assigning a simple score to show how ready a lead is for sales.
When you use it: Use it to prioritize follow-ups when you have many leads at once.
Example: Leads who requested a demo and have 50+ employees are scored higher than newsletter signups.
Common fields (and what they mean):
Related terms: Lead, Pipeline, Forecast
What it is: Meeting scheduling is booking a call or demo with a lead and capturing the details so everyone is prepared.
When you use it: Use scheduling to reduce back-and-forth and increase show-up rates.
Example: The assistant proposes three time slots and confirms the meeting once the lead chooses one.
Common fields (and what they mean):
Related terms: Follow-up Task, Opportunity
What it is: A message draft is a suggested email/WhatsApp reply that your team can review and send.
When you use it: Use drafts to save time while keeping human control over what goes out.
Example: The assistant drafts a polite invoice follow-up that references the due date and payment options.
Common fields (and what they mean):
Related terms: Templates, Approval
What it is: Next Best Action is a recommended step based on the lead’s behavior and stage (call, send quote, book meeting).
When you use it: Use it to keep deals moving forward with fewer delays and better consistency across the team.
Example: A lead viewed your proposal twice; the assistant suggests calling within 24 hours.
Common fields (and what they mean):
Related terms: Opportunity, Stage, Follow-up Task
What it is: Opt-out is a lead’s request to stop receiving outreach messages.
When you use it: Use opt-out tracking to stay respectful and compliant, and to protect your brand reputation.
Example: A lead replies “Please don’t email me again”—they are marked as Opted Out automatically.
Common fields (and what they mean):
Related terms: Compliance, Follow-up Sequence
What it is: Performance insights summarize what’s working: reply rates, conversion rates, and time-to-first-response.
When you use it: Use insights to improve messaging, campaigns, and team performance over time.
Example: You discover that the “short follow-up” template gets 2× more replies than long messages.
Common fields (and what they mean):
Related terms: Lead Source, Sales Forecast
What it is: Personalization means tailoring messages using the lead’s details—name, company, industry, and context.
When you use it: Use personalization to increase reply rates without writing every message from scratch.
Example: The assistant references the lead’s industry and suggests a relevant case study.
Common fields (and what they mean):
Related terms: Lead, Templates
What it is: A playbook is your recommended approach for a common sales situation (qualification questions, handling objections, closing steps).
When you use it: Use playbooks to make your sales process repeatable and easier for new team members.
Example: New sales reps follow the playbook to qualify leads consistently in their first week.
Common fields (and what they mean):
Related terms: Templates, Lead Qualification
What it is: Templates are reusable message formats for common situations—pricing request, demo confirmation, follow-up, renewal.
When you use it: Use templates to keep brand tone consistent and reduce writing time.
Example: Your team uses the “Demo Follow-up” template for every demo to ensure consistent messaging.
Common fields (and what they mean):
Related terms: Message Draft, Brand Tone
