How to check availability and propose a project with the AI Sales agent

The AI Sales agent helps you assess and plan the delivery of an opportunity. It gives you insight into whether the resources needed to execute the project are actually available, and helps you create a project based on the information recorded on the opportunity.

This article explains what the agent does, how to use it, and what to keep in mind.

Once a description of the deliverables and the activities needed to deliver them have been recorded on the opportunity, you can trigger the Suggest bookings action. Where relevant, the agent also takes required skills into account when determining which resources match the work.

• The deliverables, including what is delivered and by when

• The activities needed to deliver each deliverable, including the period over which the work takes place

Based on this information, the agent analyses whether suitable resources are available in the proposed period:

• If suitable resources are available, the agent proposes the corresponding opportunity bookings.

• If they are not, the agent indicates for which alternative period the required resources would be available, so you can adjust the opportunity timeline or the proposal accordingly.

This gives sales a fast, reliable answer to “can we actually deliver this, and when?” without manually checking the resource planning.

The second assist builds on the same deliverables and activities used to check resource availability, and additionally uses the invoicing method recorded on the opportunity:

• The deliverables, including what is delivered and by when

• The activities needed to deliver each deliverable, including the period over which the work takes place

• The invoicing method, e.g. fixed price, time and material, or subscription

VOGSY interprets this information and maps it to a work breakdown structure (WBS): a project, deliverables, activities, and estimated hours. The agent also creates the calculation lines for the project, based on the activities and hours, and allocates the booked resources to it. The agent presents this as a proposal; after your approval, the project is created from it.

Together, these two assists let sales move from a promising opportunity to a resourced, structured project plan without manually building the WBS or checking availability by hand.

The instructions behind both assists can be changed in the AI config section of the back office. VOGSY provides default prompts for the assist that creates opportunity bookings and for the assist that creates a project, and these can be adjusted to match your organization's own preferences and terminology.

Both assists work from information recorded in the opportunity description. Suggest bookings uses a description of the deliverables, including when each is delivered, and the activities needed to deliver them, including the period over which the work takes place, and, where relevant, the skills required for the work. Suggest WBS project uses that same information, plus the invoicing method (fixed price, time and material, or subscription). Documents, comments, notes, emails, and any bookings already on the opportunity are not yet taken into account.

Suggest bookings

1. On the opportunity, describe the deliverables and when each is delivered.

2. Record the activities needed to deliver them, including the period over which the work takes place.

3. Optionally, record the skill or seniority level required for the work.

4. Trigger Suggest bookings to have the agent analyse resource availability and propose opportunity bookings.

5. If resources are not available in the proposed period, review the alternative period suggested by the agent and adjust the timeline or proposal as needed.

Suggest WBS project