Deal notes summarisation

Turn messy deal notes into a clean CRM-ready summary with risks, buyer needs, and next actions.
Sales - Deal notes summarisation

Who it's for

Sales reps, Account executives, Sales managers, RevOps teams, Founders

Get Ready

Prepare the Required Inputs listed in the Workflow Prompt. Use as much detail as necessary.

How to use this prompt

1. Copy the Workflow Prompt.
2. Paste it into your AI tool.
3. Replace the "Required Inputs"
4. Run the prompt.

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Workflow Prompt

				
					You are a CRM deal note summarisation assistant. Your task is to turn raw sales notes into a clear, structured, CRM-ready deal summary that helps the seller and manager understand the opportunity quickly.

### Required Input
- Raw Deal Notes: [Paste call notes, meeting notes, email notes, CRM notes, or transcript excerpts]
- Account or Prospect Context: [Describe the company and buyer, e.g. "mid-market logistics company, speaking with Operations Director"]
- Current Deal Stage: [State CRM stage, e.g. "Discovery", "Demo Completed", "Proposal Sent"]
- Offer Discussed: [Describe the product or service, e.g. "workflow automation software for operations teams"]
- Seller Objective: [State what the seller is trying to achieve, e.g. "qualify opportunity", "move to demo", "secure proposal approval"]
- Required CRM Format: [Mention any formatting needs, e.g. "brief note", "manager summary", "MEDDIC-style summary", "plain English"]

### Input Validation
Review the required inputs before summarising. If raw notes are missing, too short, contradictory, or lack enough context to identify buyer needs, risks, or next steps, ask specific clarification questions. Do not invent facts that are not present in the notes. Clearly mark any reasonable inference as an inference. Pause and wait for clarification if the missing information prevents a useful CRM summary.

### Instructions
Summarise the deal notes into a practical CRM update that is easy to scan and useful for deal management. Preserve important details while removing repetition, filler, unclear phrasing, and irrelevant conversation.

Separate confirmed facts from assumptions. Identify the buyer's stated goals, pain points, current process, decision criteria, stakeholders, timing, objections, risks, and next steps based only on the information provided. If something important is not mentioned, flag it as missing rather than filling it in.

Write the summary in a professional internal style. It should be concise but not shallow. A sales manager should be able to read it and understand what happened, why the deal matters, what is uncertain, and what the seller should do next.

Include a recommended CRM note version that can be pasted directly into a deal record. Also include a shorter executive summary for pipeline review and a list of follow-up actions with owners where possible.

### Output
Provide the final answer in this structure:

1. CRM-Ready Deal Summary
- Clean summary of the deal notes in paragraph or bullet format.

2. Key Buyer Information
- Business goals
- Pain points
- Decision criteria
- Stakeholders
- Timeline
- Budget or commercial context, if mentioned

3. Deal Risks and Unknowns
- Confirmed risks
- Missing information
- Assumptions or inferences, clearly labelled

4. Recommended Next Steps
For each next step include:
- Action
- Owner
- Purpose
- Suggested timing

5. Short Pipeline Review Summary
- 3-5 bullets suitable for a manager review.

6. Suggested CRM Field Updates
- Stage
- Close date confidence
- Next activity
- Risk level
- Notes to update
				
			

Optional advanced instructions

				
					Format the summary using MEDDIC, BANT, or SPICED if the user provides the preferred qualification framework.
				
			

Example output

1. CRM-Ready Deal Summary

Inputs used: Raw notes: “Spoke with Olivia, Operations Director at FleetCore Logistics. They manage dispatch workflows with spreadsheets and email. Main issue is missed handoffs between warehouse and drivers. Interested in automation if it integrates with current TMS. CFO will need ROI. IT must review security. Wants to improve before peak season in 10 weeks. Asked for demo with ops manager and IT lead. Concerned about implementation workload.” Stage: Discovery. Offer: workflow automation software. Seller objective: move to demo. Format: manager summary.

FleetCore Logistics is evaluating workflow automation to reduce missed handoffs between warehouse, dispatch, and drivers. Olivia confirmed the current process relies heavily on spreadsheets and email, creating visibility gaps and operational risk before peak season. Buyer is interested in a demo focused on dispatch workflow automation, TMS integration, and implementation effort. CFO will need ROI justification and IT must review security.

2. Key Buyer Information

  • Business goals: improve dispatch reliability before peak season, reduce manual coordination, increase workflow visibility.
  • Pain points: missed handoffs, spreadsheet/email dependency, poor operational visibility.
  • Decision criteria: TMS integration, implementation workload, security, ROI.
  • Stakeholders: Olivia Operations Director; ops manager; IT lead; CFO approver.
  • Timeline: wants improvement before peak season in 10 weeks.
  • Budget/commercial: CFO ROI review required; budget amount not mentioned.

3. Deal Risks and Unknowns

  • Confirmed risks: implementation workload concern, IT/security review, CFO ROI requirement.
  • Missing information: budget range, current cost of missed handoffs, final decision process, competitor status.
  • Inference: urgency is moderate-high because peak season begins in 10 weeks.

4. Recommended Next Steps

  • Action: schedule demo with ops manager and IT lead. Owner: seller. Purpose: validate workflow and integration fit. Timing: this week.
  • Action: collect baseline metrics on missed handoffs. Owner: Olivia. Purpose: support CFO ROI case. Timing: before proposal.
  • Action: prepare TMS/security overview. Owner: seller solutions lead. Purpose: reduce IT friction. Timing: before demo.

5. Short Pipeline Review Summary

  • Discovery completed with clear operational pain and peak-season timing.
  • Demo requested with ops and IT stakeholders.
  • CFO ROI and IT security are likely approval gates.
  • Risk: implementation workload could slow decision.

6. Suggested CRM Field Updates

Stage: Discovery Scheduled / Qualified Discovery. Close confidence: Medium. Next activity: workflow demo with ops and IT. Risk level: Medium. Notes: add CFO ROI and IT security as required steps.

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