Let me tell you something that’s completely changed my sales game. I don’t take a single sales call, client meeting, or coaching session without my secret weapon listening in. It’s not a person. It’s ChatGPT. And thanks to that, I’ve built a sales process that predictably brings in over a million dollars a year in new business and revenue.
I don’t need a big team. You don’t need a fancy CRM setup. You just need the right system. And in this article, I’m going to show you exactly how I use ChatGPT to manage my sales workflow from end to end.
Why This System Works
If you’ve ever felt like your sales process is messy, inconsistent, or too reliant on memory, this will feel like a reset button. ChatGPT acts as my sales assistant, strategist, and even coach—every single day.
1. Always Have an LLM in the Room
This idea changed everything for me.
I run transcripts on every single call—sales calls, client calls, internal coaching, even team huddles. Memory is flawed. As Marc Andreessen said: “There should always be an LLM in the room.”
I use Google Meet’s built-in Gemini notetaker to capture every word. That’s my raw data.
2. Turn Transcripts Into Smart CRM Notes and Follow-Ups
At the end of the day, I feed those transcripts into ChatGPT. I run a prompt to generate clean call notes for my CRM:
- Summarizes key takeaways
- Highlights strategies discussed
- Lists next steps and assigns owners
Then it does the magic move—it writes a personalized follow-up email. People love this. Within minutes of a call, they get a recap and an action plan in their inbox. It removes friction and makes me look ridiculously organized. Spoiler: I’m not. But ChatGPT makes me look good.
3. Use It as Your Sales Coach
Yep—no need to hire a sales director just to review your calls.
Every week (or at least monthly), I batch my sales transcripts and prompt ChatGPT to:
- Review my pitch structure
- Identify what worked
- Highlight missed opportunities
You’d be surprised what it picks up—questions I missed, signals I ignored, better phrasing I could’ve used. It’s like reviewing game tape… only faster.
4. Create Better Sales Collateral (Without Starting from Scratch)
Proposals, sales letters, landing pages—I don’t start from zero anymore.
I give ChatGPT a call summary and tell it to think like a copywriter. Now I’ve got a rough draft, headline ideas, and CTA variants to work with. It keeps my sales and marketing aligned and saves me from blank-page paralysis.
5. Build Skills with Instant Learning
I call this mental augmentation.
Want to learn about a new market? Need to sharpen a pitch? Don’t binge YouTube. Ask ChatGPT to:
- Summarize the topic
- Compare competitors
- Draft an email version
- Quiz you for mastery
It’s like having a researcher, strategist, and tutor all in one tab.
Final Word: It’s Not Magic, It’s Leverage
AI isn’t here to replace you—but it can help you:
- Think faster
- Act more consistently
- Show up like a pro (even on low-energy days)
You don’t need to be a techie. You just need to use tools that fit how you actually sell.
If this helped, join myexecutivebrief.com. I send weekly systems for scaling revenue with clarity and confidence. Or book a discovery session at billricestrategy.com—we’ll map out a 90-day sales plan customized to your role, your brain, and your runway.
FAQ
How do you use ChatGPT on sales calls?
I transcribe every call using Google Meet, then summarize it in ChatGPT. It gives me clean notes, next steps, and even writes follow-up emails.
Can ChatGPT replace a sales assistant?
For small teams—yes. It won’t replace human strategy, but it can automate admin, prep, and post-call follow-ups.
What prompts do you use?
Prompts like: “Summarize this call for my CRM”, “Write a follow-up email with action steps”, or “Review this sales transcript and suggest improvements.”
Do I need to integrate it with CRM?
Not necessarily. Just copy-paste notes manually or connect via Zapier. Start simple.
What if I’m new to AI tools?
Start with transcripts and follow-ups. That’s where most founders save time immediately.
