Agentic AI: strategic impact on processes

Case study: CRM AI Studio

Unstructured

20 days
(160 hours)
  • Manual processes in spreadsheets and emails
  • Forgotten leads and rework across multiple systems
  • Lack of reliable data for decision-making
–65%

Structured

7 days
(56 hours)
  • Rigid CRM and decentralized communication channels
  • Dependency on IT and consultancies to adapt flows and rules
  • Lack of integration between marketing, sales, and CS
–71%

Automated

2 days
(16 hours)
  • Email automation
  • Lack of context across teams
  • Metrics scattered across different systems
–98%

Agentic

Minutes
  • AI Agents execute tasks, analyses, and decisions
  • Integrated flows from marketing to post-sales
  • Full omnichannel: WhatsApp, email, voice, and portals in one place
  • A CRM that adapts to your pace—not the other way around

Example of an orchestrated workflow with AI Agents for CRM AI Studio

Stage
Pain points
Automated activities
AI Agents
Lead Qualification

Pain points

Leads come from multiple channels and spreadsheets with no standardization.

Lack of visibility into hot and duplicate leads.

Excessive time spent on triage and data enrichment.

Automated activities

Automatic enrichment of company and contact data.

Lead scoring based on ICP and behavior.

Instant routing of qualified leads to the right sales rep.

Lead Nurturing Agent Lead Scoring Agent
Sales Pipeline

Pain points

Generic outreach and lack of context in negotiations.

Time wasted on manual follow-ups and rework.

Sales proposals generated slowly and without standardization.

Automated activities

Generation of personalized outreach summaries and scripts.

Automatic creation and sending of proposals with integrated commercial rules.

Automatic logging of contacts, interactions, and next steps in the CRM.

Sales Copilot Agent Sales Proposal Agent
Activity Management

Pain points

Difficulty tracking tasks and pending items by sales rep.

Lack of visibility into completed and overdue activities.

Lost opportunities due to the absence of structured follow-up.

Automated activities

Automatic creation of follow-up tasks and reminders.

Real-time updates to execution statuses and dashboards.

Automatic alerts for cards stalled beyond the defined SLA.

Automatic Activities & Follow-ups Agent Coaching Agent
Approval Flow

Pain points

Delays validating discounts and commercial terms.

Lack of traceability and control over sent proposals.

No standardization and compliance in approval policies.

Automated activities

Automatic sending of proposals for review and e-signature.

Validation of commercial terms and discounts based on business rules.

Status updates and team notifications after approval.

Sales Proposal Agent Coaching Agent
Customer Onboarding

Pain points

Lack of alignment between sales and support at the start of the project.

Manual handoffs and loss of critical customer information.

Difficulty tracking onboarding SLAs and deliveries.

Automated activities

Automatic handoff between sales and CS with full customer context.

Creation of implementation tasks and reminders according to the customer plan.

Tracking of deliveries and deadlines with automated alerts and dashboards.

Support Copilot Agent Automatic Activities & Follow-ups Agent
Commission & Quota Tracking

Pain points

Lack of visibility into performance and results by sales rep.

Manual commission calculations prone to errors and discrepancies.

Delays generating consolidated reports on quotas and KPIs.

Automated activities

Automatic logging of closed deals and commission amounts.

Real-time updates to quotas and performance by team or sales rep.

Automatic generation of results reports and dashboards.

Automatic Activities & Follow-ups Agent Coaching Agent

Meet the AI Agents powering CRM AI Studio

Each AI Agent works to speed up decisions, ensure your team focuses on the right leads, and accelerate value delivery for your customers.

Lead Nurturing Agent

Enriches lead information with internal and external data.

Automated activities:

  • Enrichment of company, department, and contact information.
  • Automatic consolidation of duplicate leads and updating of missing fields.

Lead Scoring Agent

Analyzes variables to score leads based on ICP and prioritize them.

Automated activities:

  • Fit and intent scoring calculation.
  • Identification of leads ready for outreach.
  • Automatic routing to the responsible SDR.

Sales Proposal Agent

Automates the creation, pricing, and sending of proposals, ensuring compliance with commercial policies and direct integration with e-signature.

Automated activities:

  • Generates personalized proposals based on customer data and inventory.
  • Validates commercial terms, discounts, and cross-sell opportunities automatically.
  • Sends the proposal, collects the e-signature, and updates the deal status in the CRM.

Sales Copilot Agent

Supports the SDR with context and suggestions based on historical data and ICP.

Automated activities:

  • Generates summaries of contact history.
  • Suggests personalized outreach and scripts.
  • Automatically fills CRM fields.

Automatic Activities & Follow-ups Agent

Ensures onboarding steps and deadlines are met, eliminating operational gaps and lack of follow-through.

Automated activities:

  • Creates implementation tasks and assigns owners.
  • Sends automatic reminders for pending items and deadlines.
  • Updates dashboards and customer status in real time.

Coaching Agent

Evaluates interactions between the support rep and the customer, provides feedback, and suggests more effective approaches.

Automated activities:

  • Analyzes messages and meetings for engagement patterns.
  • Recommends communication improvements based on best practices.
  • Suggests quick replies and supporting materials for the CS team.

Support Copilot Agent

Compiles information gathered during the sales process and prepares automated handoffs to accelerate customer time-to-value.

Automated activities:

  • Analyzes previous interactions and generates context summaries.
  • Suggests the best contact cadence based on the customer profile.
  • Automatically logs notes and next steps in the pipeline.

75% faster lead qualification

AI Agents reduce triage and enrichment time from days to minutes, accelerating the handoff of hot leads to the sales team.

53% reduction in sales cycle

With automations and AI, the average close time dropped from three months to 42 days—accelerating deals and improving revenue predictability.

Up to 300% more sales

Centralized processes and standardized proposals boosted commercial efficiency and increased sales volume by up to threefold.

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Become a Pipefy expert: master building AI agents and take your processes to the next level.

Learn, hands-on, how to build, automate, and scale your end-to-end processes in Pipefy Academy.

What you’ll learn:

Create and organize your processes

Build forms and portals to centralize requests. Structure pipes and cards to track tasks with clarity and control.

Manage information with ease

Build custom databases and keep all your team’s data up to date and connected.

Automate and accelerate results

Eliminate manual work with automations, AI agents, and email tools that work for you.

Analyze and improve your operation

Create reports, interfaces, and dashboards to visualize metrics, identify bottlenecks, and make data-driven decisions.

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Learn to use Pipefy strategically, build your first agent from scratch, gain autonomy to scale your flows, and gain autonomy to scale your flows.

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Get your questions answered, learn more, and connect with other experts.

Join conversations, share best practices, and discover new ways to maximize your processes.

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Frequently asked questions

If you need help, we’re here to guide you and provide full support

How does Pipefy automate work across marketing, sales, and support?
CRM AI Studio uses AI Agents to execute tasks and decisions across the entire funnel—from lead qualification to onboarding and quota management. They automate analyses, follow-ups, proposals, and cross-team communications, ensuring a connected, fast, and predictable operation.
Can AI identify opportunities and prioritize outreach automatically?
Yes. The Lead Scoring Agent classifies leads and accounts based on profile, engagement, and history, while the Sales Copilot suggests next steps and personalized approaches to accelerate conversion.
Does it also help with post-sales and customer success stages?
Yes. The Support Copilot and the Activities Agent automate handoffs, onboarding, and follow-ups. They ensure every customer receives proactive guidance and that no delivery or deadline is missed.
Can I integrate CRM AI Studio with my sales and support channels?
Yes. The platform is omnichannel and connects to WhatsApp, email, voice/VoIP, portals, and forms—plus existing CRMs and ERPs. This lets you track the entire customer journey in one place.
Can I automate sales proposals and internal approvals?
Yes. The Sales Proposal Agent generates, prices, and sends proposals automatically based on business rules and discount policies. It can also trigger approval flows and digital signatures, ensuring speed and compliance.
Does CRM AI Studio replace my current CRM?
It can replace it or complement it. You can integrate it with Salesforce, HubSpot, Pipedrive, and other systems, applying Pipefy AI and automations on top of your current flows without migrating your entire operation.
Does CRM AI Studio provide dashboards and reports for the entire operation?
Yes. Dashboards display real-time metrics for each funnel stage—conversion, response time, productivity, onboarding, and quotas—with 100% auditable, centralized data.
Can I integrate CRM AI Studio with BI, ERP, and finance tools?
Yes. The platform has an open API and native integrations with Power BI, Looker, Google Sheets, ERP systems, and billing/invoicing tools, enabling end-to-end analysis without rework.
Can the system learn from my own funnel data to make better decisions?
Yes. AI Agents can analyze historical performance across sales and post-sales to make better decisions on new opportunities. With each cycle, flows become more accurate and better tailored to your operation.
How long does it take to implement CRM AI Studio AI Agents and see results?
Pipefy AI Agents are configured quickly in a no-code studio, making it possible to activate CRM flows for qualification, follow-ups, and handoffs in just a few days. On average, use cases deliver measurable impact in up to 20 days—bringing intelligent automation, commercial predictability, and ROI in days, not months.

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Pipefy is one of the most respected platforms in the market, recognized by leaders for its innovation, robustness, and operational impact.

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