AI-powered CRM keeps a medical sales team across 100 clinics up to date

A medical sales rep walks out of a clinic visit with notes in their head and the next meeting in 20 minutes. There’s no time to update the CRM. We built one they update just by talking.

The problem

Our client looks after about 100 radiology and medical clinics in Australia, each with doctors, practice managers and front-desk staff. Reps visit every other month and follow up by email in between: 13 to 15 interactions per rep, every week.

Updating a CRM between meetings simply doesn’t happen. Notes were forgotten and follow-ups missed. By the next visit, two or three months later, the details had faded.

What we built

1. 01

   Talk, and the CRM updates itself

   After a visit, the rep speaks into their phone: what was discussed, what was promised, what happens next. The system transcribes it, pulls out the key points and updates the CRM. Nothing to type up that night.

2. 02

   A briefing before every visit

   Before each clinic visit, the rep gets a Telegram summary of the whole relationship: last visit notes, open promises, revenue trends, doctor preferences and follow-ups due. It arrives at the right time, without the rep doing anything.

3. 03

   Answers on the road

   Reps can ask about any clinic hands-free while driving between visits.

4. 04

   Designed to be used, not abandoned

   A CRM that needs discipline gets abandoned. So most of our design effort went into making those two moments, the note after a visit and the briefing before, feel effortless. It runs on Airtable, n8n, Twilio, Vapi and Google Calendar, and is built to grow from 100 clinics to more than 1,200.

The result