AI Sales Assistant

Overview

Automates outreach and follow-ups, logs call details, and suggests next actions to improve conversion rates.

Key concepts

Key terms, statuses, and records that appear in AI Sales Assistant in XFatora.

Setup & prerequisites

Connect required settings, templates, and defaults for AI Sales Assistant in XFatora.

Roles & permissions

Assign role-based access, approvals, and visibility for AI Sales Assistant in XFatora.

Main workflows

AI Sales Assistant module

leverages artificial intelligence to automate parts of your sales process, especially around communications and lead engagement. This module is designed to

automate follow-ups and provide sales insights

by using AI-driven calls and conversations. It can act as a virtual sales agent that calls leads, qualifies them, and even handles basic customer inquiries, allowing your human sales team to focus on the hottest opportunities. Below is how to set up and use the AI Sales Assistant effectively.

Configuration and AI Provider Setup

Telephony Integration:

The AI Sales Assistant primarily works through voice calls. First, integrate the system with a telephony/AI voice provider. In

Settings > AI Sales Assistant

, youll find options to enter API credentials for supported providers (for example, Twilio for phone calls and an AI engine for speech intelligence). Set up the

voice AI provider

and ensure you have phone numbers allocated for the system to use when calling leads.

AI Voice Settings:

Configure the assistants voice and behavior. You can usually select a language and voice type for the AI (male/female and tone). Additionally, define the AIs persona or script guidelines for instance, introduce your company and ask questions to the lead. The module provides default

Assistant Instructions

templates (e.g. one for a Lead Qualification Specialist) which you can customize. This ensures the AI speaks in a friendly, appropriate manner aligned with your sales pitch.

Operating Hours:

Specify when the AI is allowed to make calls (e.g. weekdays 9am6pm) so it doesnt call leads at odd hours. Also set the maximum call attempts per lead and any delay between retries, to control how persistent the follow-up should be.

Testing the Setup:

The module likely offers a test call feature. Try a test call to your own number the AI should call, use the greeting and script you set, and you can verify that it works (and hear how it sounds). Adjust the script or settings as needed based on the test.

Outbound Call Campaigns

One of the core features is the ability to run

AI-driven outbound call campaigns

to reach many leads quickly:

1

Create a Campaign:

Go to the

AI Campaigns

section and click

New Campaign

. Give the campaign a name (e.g. Spring Product Promo Calls). Upload a list of contacts or select a list of leads from your CRM that you want the AI to call. You can often upload a CSV file with a column for phone numbers the system will preview the list.

2

Define Call Script & Goals:

For each campaign, set the specific conversation goal. For example, the campaign could aim to

qualify leads

for a certain product. In the settings, choose an AI behavior template like

Lead Qualification Specialist

or

Appointment Scheduler

. This pre-fills typical prompts e.g., the AI will ask a lead if theyre interested, what their budget is, and attempt to schedule a meeting. Modify any wording in the

Assistant Instructions

field to tailor it to your campaign (ensuring the AI mentions your product name, etc.).

3

Qualification Criteria:

If the goal is lead qualification, you can set what counts as a qualified lead (for the AI to flag). For instance,

Create leads for prospects who show interest, ask for a demo, or mention a budget

. The AI uses these criteria to decide if a call was successful (qualified) or not.

4

Schedule or Launch:

Decide when the campaign should run. You can

launch immediately

to start dialing through the list one by one, or

schedule

it for a specific date/time (useful to coordinate with marketing activities). The AI calls are sequential the assistant will call one number at a time in your list, which allows real-time monitoring of each calls outcome.

5

Monitor Progress:

Once launched, the campaign dashboard will show progress: how many calls completed, how many answered, results of each (e.g.

3 qualified, 5 not interested, 2 failed

). Youll see statuses update in real time as calls are made. Completed calls show as either

Completed

or

Failed

(if unreachable after max attempts).

6

Review Outcomes:

After the campaign, review the call logs and summaries. For each contact, the AI Sales Assistant provides a

Call Log

with details: time of call, duration, outcome (the system might transcribe the call or at least summarize it). It will also indicate if the lead was marked qualified. The module can automatically create or update lead records for those that were qualified (and add the call notes or transcript to their CRM record).

Inbound AI Assistant for Calls

In addition to outbound campaigns, the AI Sales Assistant can handle

incoming calls

to your company (if configured):

Virtual Receptionist:

You can direct your main business number to the AI assistant to answer common inquiries. For example, when customers call, the AI can answer with

Hello, thanks for calling [Company]. How can I assist you today?

. It can answer FAQs, route the call, or take a message. Configure the

Inbound Call Assistant

settings with a greeting message and general instructions for the AI on handling these calls (such as providing basic product info or creating a support ticket).

Use Cases:

The inbound assistant is useful after hours or to handle high call volume. It can gather caller information and queries. If it cannot resolve the request, it will politely inform the caller that a human agent will follow up. All these interactions are logged.

Capturing Data:

Ensure you instruct the AI what details to capture on inbound calls. For instance, for a support query, have it ask for the callers name, account or order number, and their question. The system will transcribe this and either open a new lead, ticket, or note for your team to review next business day.

AI Call Behavior and Scripts

The AI assistant is configurable to handle various scenarios. Here are some important customization points and how the AI behaves:

Assistant Personality:

In settings, you provide the AI with context about its role. For example,

You are a sales assistant calling on behalf of [Company] to prospective customers. Your tone is friendly and helpful. Your goal is to find out if they are interested in [Product] and schedule a follow-up with a sales rep if yes.

This ensures the AI sticks to appropriate language and tone.

Dynamic Conversation:

The assistant has a natural language engine. It listens to responses and can handle variances. For example, if a lead says

Im busy right now,

the AI can respond with

I understand. Is there a better time I can call you back, or would you prefer some information via email?

Its programmed to handle common interruptions or questions (this is often referred to as

back-channeling

and

filler injection

, which can be toggled on to make the AI sound more human-like in acknowledging the speaker).

End Call and Escalation:

If the conversation reaches a successful point (lead is qualified or meeting set), the AI will thank the person and end the call. If the caller asks for something complex (like detailed pricing or technical info), the AI is configured to either provide a brief answer if known or suggest a human follow-up. You can enable an option for the AI to offer to transfer to a human or schedule a callback.

Handling Emotions:

The system can detect caller sentiment (e.g., confusion or frustration). If a lead sounds uninterested or irritated, the AI might politely shorten the call. On positive cues, it will proceed confidently. These settings (emotion detection) help tailor the AIs behavior to real human signals.

Reviewing Call Logs and Transcripts

After the AI has made calls (outbound or inbound), you should review the results:

Call Log Details:

In the

Call Logs

section, each entry shows the call date/time, whether it was inbound or outbound, the number dialed, call duration, and status (completed, no answer, etc.). It will also indicate who the call was regarding (linking to a lead or customer if known).

Recording and Transcription:

For quality control, you may enable call recording. If so, each call log will have a recording you can play back. Additionally, the system can transcribe the call conversation into text (appearing as a transcript in the log). This is useful to quickly skim what was discussed without listening to the audio.

AI Summary:

The AI Sales Assistant often generates a brief

summary

of each call. For example:

Lead expressed interest in product A, not ready to buy now but agreed to receive an email. Scheduled a follow-up call in one month.

The summary, along with the key data (like meeting time if set or qualification result), is visible so you can update your CRM accordingly.

Outcome Flags:

The call log may also flag outcomes with tags or icons e.g.,

Qualified Lead

,

Needs Follow-up

,

Not Interested

, etc. Use these to filter calls. For instance, after a campaign, filter to all

Qualified

outcomes and assign those to sales reps for immediate human follow-up calls.

Team Handoff:

The system can automatically create follow-up tasks for your team. If the AI scheduled an appointment or the lead requested to talk to a human, the module can create a task or event on the sales reps calendar. Ensure your team monitors these tasks so the handoff from AI to human is smooth and prompt.

Best Practices and Tips

Keep Scripts Focused:

The AI does best with a clear objective. Dont make the initial call script too long or detailed. The goal is usually to gauge interest and, if positive, hand over to a human. Keep the conversation flow simple (ask a question, listen, then respond accordingly).

Monitor and Refine:

Especially early on, listen to a sample of the AI calls or read transcripts. You might find the AI gets tripped up by certain responses. Update your instructions or add alternative phrases. For instance, if people often say Im not the right person, have the AI respond with

No problem. Could you direct me to who handles this at your company?

if that fits your strategy.

Legal Compliance:

When using AI to call leads, ensure you follow calling laws. Typically, the AI should identify itself as an automated assistant and you must have the persons consent to be contacted. Include a line in the greeting like

Im an automated assistant calling from [Company]

if required. Also, configure calling to respect time zones and do-not-call lists.

Use for Nurturing Cold Leads:

The AI Sales Assistant is excellent for warming up cold or older leads that sales reps havent had time to engage. It can re-engage them to see if theres current interest. This ensures no potential lead is forgotten in your CRM the AI can periodically check in.

Integrate with CRM Data:

Take advantage of any integration where the AI can use CRM info. For example, if a lead had an interest in a specific product, the AIs script can mention that product by name. Or if you have the leads last interaction date, the AI might say

I noticed you signed up on our website last month

to provide context. Personalized touches improve engagement.

By utilizing the AI Sales Assistant, your team effectively gains a 24/7 junior salesperson that never forgets to follow up. It can handle the repetitive outreach and initial filtering, so your human sales experts spend time where it truly counts closing deals and building relationships with genuinely interested prospects. Regularly updating the AIs scripts and reviewing its performance will ensure it continues to operate at peak effectiveness alongside your team.

Screens & fields reference

Use these screens and fields to complete tasks inside AI Sales Assistant in XFatora.

Automations & notifications

Review automation rules and notifications available in AI Sales Assistant in XFatora.

Reports & dashboards

Track KPIs and dashboards powered by AI Sales Assistant in XFatora.

Common mistakes

• Skipping required configuration before the first workflow.
• Not assigning the correct permissions for team roles.
• Forgetting to review automation or notification settings.

FAQs

Troubleshooting

Related modules