RPA for the Sales Department
The robots take on a routine: collecting leads, updating CRM, preparing KPs and contracts, reconciling payments and reminding managers. The team focuses on deals - without endless copypasts and deadlines "manually."
Request process auditsWhat does robotic sales give?
We automate repeatable operations through robots and integrations: browser scripts, APIs, e-mail/IMAP, Excel/PDF parsing, document recognition and webhooks. Robots work 24/7, log every action, and the manager only gets a clean CRM task.
Business effects
- -30-60% of the time per routine (card support, CP, accounts, statuses).
- +10-25% to conversion to a trade due to the speed of reaction and completeness of data.
- Transparency SLA: The robot does not forget or get tired.
Scenarios for the sales department
Leads and qualifications
- Capture applications from forms, chats, marketplaces, mail → creating a lead in CRM*.
- Profile enrichment: TIN / OGRN, site, social networks, phones, industry, revenue.
- Deduplication and Murge: Email/phone/TIN matches.
Documents and IP
- Collection of positions and prices from price lists → KP/account/contract templates (DOCX/PDF).
- Removal of details from incoming accounts / acts with OCR*.
- Electronic signature/sending for approval, status control.
CRM operations
- Auto-update stages and tasks on SLA, reminders and escalation in chat.
- Reconciliation of balances / prices from ERP, updating of goods / services cards.
- Auto-creation of transactions from paid bills, closing of “junk” leads.
Payments and reconciliations
- Import of bank statements / acquiring, comparison by purpose / amount / TIN.
- Update of the status "paid", creation of acts / DPA, notification of the manager / client.
- Debt/delayed alerts, auto-generation of reminder letters.
Marketing ⁇ Sales
- Normalization UTM* in leads, record source/campaign in the transaction.
- Transfer of transaction statuses to advertising accounts (conversions for optimization).
- Collecting CPL/CPA/ROI reports at the creative/manager level.
Quality control
- Checking the completion of mandatory fields in transactions.
- Audit of calls/letters for compliance with scripts (key phrases/indicators).
- SLA Analytics: Time to first contact, time to deal, bottlenecks.
Where robots are particularly useful
Tools and architecture
Using the mature stack: task orchestrator, queue, browser and server robots, recognition, CRM/ERP/mail connectors and dashboards. Below are the basic blocks.
Robots and orchestration
Parsing and documents
- HTML/JSON/CSV/XLSX parsing, conversion, validation of schemes.
- OCR* and table recognition, retrieval of details / sum / date.
- DOCX/PDF generation by templates, stamps and electronic signature.
Communications
- IMAP/SMTP: Reading/Sending emails, attachments, routing.
- Webhooks/bots: notifications in chat rooms (appointment of the responsible person/escalation).
- Email templates, personalization based on CRM.
Integration and data
- CRM/ERP/billing/acquiring: API/files, synchronization of directories.
- Event storage (robot logs), data marts for reporting and monitoring SLA.
- Dashboards: Robot status, errors, hours savings, conversion/revenue.
Quality and safety
- Secrets in storage, encryption, masking of personal data.
- Roles limited tokens, action log, config version.
- Unit test scenarios, test stands, canary launches.
Typical stack
How we implement RPA
Process map and ROI
We're taking steps, frequencies, SLAs and exceptions, and we're evaluating the cost of hours and the impact on CR/revenue.
Designing robots
Input/exit diagram, queue, retroi, deduplication and escalation rules, template layouts of documents.
Development and QA
Stand, demos, edge cases, load, parsing/recognition tests, folkbacks.
Pilot and canary
Small group/cluster launch: Error/speed/benefit metrics, adjustments.
Combat outline and procedures
Schedules, monitoring, alerts, instructions for the team and emergency shutdown plan.
What do you get?
Robots and integrations
- A set of robots for your processes (leads, KP/accounts, CRM, reconciliations, allerts).
- Document templates and connectors to mail/CRM/ERP.
- Logs, dashboards and allerts for SLA/errors/clock saving.
Documentation
- Passport of each scenario: entrances, exits, SLA, retrois, kickbacks.
- Data schemas, file formats, mapping fields.
- Instructions for support and updates.
Support and training
- Training of managers and administrators of the RPA-contour.
- Service plan: monitoring, fix packages, expansion of scenarios.
- Weekly insights: bottlenecks, new candidates for robotics.
Examples of KPI
- Time to first contact, proportion of processed ≤ 15 minutes.
- Accuracy of details and conversion to account / payment.
- Saving hours and the cost of handling a lead.
Cases
E-commerce: commercial proposal and accounts
The robot collects the customer basket, substitutes prices/cash, forms the commercial proposal and the account, sends a letter, creates a task in the CRM. The result: -68% of the manager's time, +14% of the CR in the "account-payment" due to speed.
B2B Services: Incoming Applications
Email/form/chat capture, TIN/site/revenue enrichment, deduplication and manager assignment. Rejected leads are tagged with cause. Bottom line: -45% manual routine, 7→2 hours to first contact.
Distribution: reconciliation of payments
Import of bank statements, automatic comparison of payments with accounts, status "paid", notifications and act / DPA. Total: 95% of payments are closed without the participation of an accountant, delay ↓ by 23%.
Checklists and quality control
Reliability
- Retrai with exponential pause, idempotence of operations.
- Timeouts, deadlock detectors, kerosene for suspended tasks.
- Canary releases and rollbacks of versions.
Data and privacy
- Masking PD, encrypting secrets, controlling roles.
- Log of actions, hash reconciliation files, versions of configs.
- Delete temporary files/scans on schedule.
Monitoring
- Metrics: success/errors, average step time, queue length.
- Alerts: source drop, captcha, layout changes, 4xx/5xx.
- Dashboards of efficiency: saving hours, impact on CR/revenue.
ROI calculator
- Saving hours × manager's rate.
- CR × average check/margin.
- Costs of implementation and support → payback period.
| Signal. | Threshold | Action. |
|---|---|---|
| Bot pitch error | >=3 in a row | Stop script, escalation, rollback of version/selectors |
| Task line | >N in X minutes | Horizontal scaling of workmen |
| OCR accuracy | <95% | Fallback for manual check, additional rules / templates |
| Time before first contact | > segment SLA | Escalation to the head, auto-letter to the client |
FAQ
Where to start and how long does the pilot last?
Start with 2-3 scenarios with maximum return (leads/KP/accounts).
If the office doesn't have an API?
We use headless-browser bots with stable selectors, detect layout changes, add foulbacks.
How to avoid mistakes with duplicates and “broken” information?
Idempotent identifiers, rules of deduplication and validation, urge by e-mail / phone / TIN, logs and kickbacks.
Is it safe?
Yes: secrets in storage, encryption, masking PD, role control, auditing actions and versions of configs.
Decoding of terms
- CRM: a system of customer management and transactions.
- OrchestraManaging Robot Schedules, Versions, and Errors.
- Line/brokerDistribution of tasks among the workers by priority.
- OCR: Text and table recognition in scans/PDF.
- UTM: parameters for determining the source and campaign.
- SLA: target timeframe for processing tasks and answers.
- Headless bot: an interfaceless browser for automating actions.
- Webhook: Incoming event trigger (application, payment, etc.).
- IdempotenceRepeat the operation without duplication of results.
Ready to unload sales and speed up deals?
So we map the processes, calculate the ROI, and we'll launch the robots to key tasks, and in a couple of weeks, you'll see the savings in hours and conversions.
Request an audit and work plan