We built a generative AI sales assistant that searches case studies, service information, product documentation, pricing guidance and approved proposal content. It helps the team turn the right material into relevant sales documents faster.
Industry: SaaS & TechnologyService: AI & AutomationUpdated
Overview
The challenge
The company had strong case studies, service documents, pitch decks, proposal content, product notes and pricing guidance. Finding the right material for a particular prospect still took too long.
Reps often reused old content simply because it was easier to find. The business wanted better use of what it already had, with messaging that matched approved company information.
Reps spent time hunting for matching examples and reusable content.
Easy-to-find material sometimes went out even when newer, more relevant content existed.
Different reps described the same services and capabilities in different ways.
The solution
We connected case studies, service content, product information, proposal libraries, pricing guidance and approved sales materials.
The RAG layer retrieves material based on the prospect's industry, problem or service interest, or on the rep's own question.
Generative AI turns the selected knowledge into call briefs, proposal starting points, email ideas or short case-study summaries.
Before and after
Before
Manual search
Reps browsed folders and decks for a relevant case study.
After
Ask by deal
The assistant finds matching proof based on the prospect.
Before
Start from old files
Teams copied earlier proposals and edited them by hand.
After
Grounded drafting
AI creates a starting point from approved knowledge.
Before
Depends on the rep
Positioning varied from one team member to the next.
After
Shared knowledge base
Everyone works from the same current information.
Key features
Reps ask for examples that fit a prospect's industry, challenge or requested service.
Business impact
Faster deal research
The assistant retrieves matching proof before suggesting which content to use.
Business impact
More relevant sales proof
Approved knowledge becomes call notes, summaries and proposal starting points.
Business impact
Less blank-page work
Results
Faster Deal Preparation
Relevant proof and service information are easier to find for each deal.
Before: Folder SearchAfter: Context Search
Less Manual Preparation
Teams start from grounded company knowledge instead of copying old files.
Before: Old TemplatesAfter: AI-Assisted Draft
More Consistent Positioning
Reps draw on the same approved source material.
Before: Rep DependentAfter: Shared Knowledge
Faster delivery
With the groundwork already tested, the assistant reached the sales team sooner and we spent our time on deal-specific search and drafting.
Our tested access layer carried over existing folder permissions, so reps only retrieve sales material they already have access to.
A proven retrieval layer indexed case studies and proposals so they could be matched by industry, problem and service.
Ready-made sync kept the assistant pointed at the latest approved decks and proposals instead of older copies.
Existing quality monitoring helped the team spot drafts that strayed from approved messaging.
Trust and control
The assistant follows existing access rules, so reps only get material they are allowed to see.
ACCESS CONTROLLEDApproved sales content is retrieved before anything is drafted, which keeps claims tied to real material.
RAG GROUNDEDDrafts can cite the case study or document they came from, so reps can check details before a buyer sees them.
TRACEABLEThe library can be refreshed as services, products, pricing guidance and case studies change.
UPDATE READYReps describe a prospect's industry, problem or service interest, and the assistant finds matching case studies, service information and approved proposal content. Generative AI then drafts call briefs, proposal starting points, email ideas or case-study summaries. Reps review and adapt each draft before it reaches a buyer.
The assistant searches a connected library that is refreshed as services, products and case studies change, so reps see current approved material rather than old copies. Before, reps reused old decks and proposals because they were easier to find. Now everyone drafts from the same approved knowledge.
Every draft is built from approved sales content that the assistant retrieves first, and drafts can cite the documents they came from. That replaced a setup where each rep described services in their own way. Access rules still apply, so reps only get material they are allowed to see.
If reps still dig through folders for case studies before a call, we can help you build an assistant that drafts from approved content.