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Sales Resources

Everything a salesperson needs: docs, links, and a copy button for GPT context.

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William ( AI Intake System )

AI intake that answers calls, qualifies leads, and sends the details instantly.

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Cold Calling

How we see success turning cold calls into booked sales calls

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Sales Calls

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Booking on Calendar

How to book a lead for a sales call

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Starting Overview

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WEEKLY SALES TRAINING

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Chat GPT Product Context

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Real Automation + William — Sales/Enablement Context Pack (for ChatGPT)

Purpose of this doc:
Give sales reps a single, high-detail context dump they can paste into ChatGPT so it can help them write cold call scripts, follow-up texts, objection handling, sales call flow, and close language that matches Real Automation’s offer and rules.

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0) One sentence summary

Real Automation builds and installs “William,” a proprietary AI intake system that answers missed/overflow calls, captures the details, filters junk, and turns missed calls into qualified quote requests — with a 92% minimum success guarantee and ~95% average performance (based on internal performance tracking).

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1) Company identity

Who we are

Real Automation is an AI automation company focused on practical, measurable business outcomes for high-call-volume, quote-driven service businesses (especially tree companies). We’re not selling “AI for AI’s sake.” We’re selling missed-revenue recovery.

What we do (in plain English)

We install an intake system that:
	•	answers when the business can’t
	•	collects the right info
	•	sends it instantly to the team
	•	makes it easy to call back fast and win the job

What we don’t do
	•	We are not a marketing agency.
	•	We are not selling “cool software.”
	•	We are not promising magical “more leads.”
We’re fixing what’s already happening: calls are coming in, but the business isn’t capturing them fast enough.

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2) What William is (the product)

The correct name

William is an AI intake system.
Internally it may be powered by voice AI, but in sales language the product category is “intake system,” not “AI receptionist” or “voice bot.”

The job-to-be-done

William exists to solve one problem:

Missed calls and overflow calls turn into lost jobs.
William catches those calls and turns them into call-backs that close.

What William actually does

Depending on configuration, William can:
	•	Answer calls 24/7, or only after-hours / overflow (when staff miss it)
	•	Filter spam/junk (reduces time wasted)
	•	Ask simple intake questions (fast + frictionless):
	•	name
	•	address / location
	•	service needed
	•	urgency / timeline
	•	optional extras depending on vertical
	•	Deliver the lead to the business immediately via:
	•	text + email (default)
	•	CRM handoff (when available/approved)

What the business gets after each call

The system returns:
	•	caller info
	•	structured intake answers
	•	short summary
	•	transcript
	•	call recording (if enabled)

The real “win”

William doesn’t “replace the owner.”
William makes sure the owner’s team can:
	•	call back faster
	•	call back with the right info
	•	win more jobs (because speed-to-lead and completeness go up)

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3) What William is NOT (sales disclaimer)

Sales reps should NOT describe William as any of these, unless specifically instructed:

Not an IVR / phone tree
	•	Not “press 1 for this, press 2 for that”
	•	Not a “menu”
	•	Not a voicemail upgrade

Not a human replacement pitch

Avoid implying:
	•	“It’s basically a human”
	•	“It replaces your receptionist”
	•	“It’s identical to a real person”

Better framing:
	•	“It’s human-sounding and built to be helpful”
	•	“It covers the calls you miss”

Not a marketing promise

Do not claim:
	•	“We guarantee revenue”
	•	“We guarantee jobs”
	•	“We guarantee X dollars”

Not unlimited custom software

Do not promise:
	•	custom features
	•	timelines beyond what’s approved
	•	odd integrations you haven’t confirmed

Not a calendar booking system (by default)

If asked:
	•	William’s default job is qualification + intake + handoff, not “booking jobs on your calendar.”
	•	(If there are optional plug-ins/workflows, they must be described as optional and dependent on configuration.)

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4) The core performance claim (how to say it)

Internal performance baseline (Real Automation tracking)
	•	~95% average success rate converting missed/overflow calls into a captured, qualified opportunity
	•	92% minimum success guarantee

In Real Automation language:
95% average, 92% guaranteed.

What “success” means (define it clearly)

A “success” is not “we made them money.”
A “success” is:
	•	the call is handled,
	•	the intake is captured,
	•	the team receives the details quickly,
	•	and the lead is warm enough to call back and book (qualified quote request).

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5) Offer + pricing (what reps are allowed to say)

Pricing (standard)
	•	$4,000 one-time setup per location
	•	$0.99 per talk minute (only when William is speaking)

Payment options (allowed)
	•	$4,000 today
	•	$2,000 now + $2,000 later (max 2 months)
	•	$1,000 x 4 monthly payments

What counts as a “sale”

A deal counts only when:
	1.	contract is signed and
	2.	setup payment (or first payment) is made

No “verbal yes” counts.

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6) Guarantees (how to use them correctly)

Guarantee structure (preferred)
	•	92%+ missed-call success in the first month
	•	If not hit: we work for free until we do / no usage charges while fixing (exact enforcement depends on internal policy)

Important note from leadership:
You stated: “we do not do free trials or money-back anymore. no refunds.”
So reps must not pitch “money back in 30 days.”
Guarantee language should be framed as performance-based service continuation, not refunds.

Alternate guarantee (only in correct scenarios)
	•	“450 qualified quote requests in 45 days” only if:
	•	they already have very high call volume (example guideline: ~500 real calls/month)
	•	the routing is configured correctly
	•	“qualified quote request” has defined required fields (name + phone + address + service; not spam)

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7) Ideal customer profile (who to sell first)

Best fit (priority)

Tree companies doing $1M+/year with:
	•	missed calls while crews are working
	•	after-hours calls going to voicemail
	•	office staff overloaded
	•	spam + tire-kickers wasting time
	•	slow callbacks (or callbacks without enough info)

Secondary fits (still good)
	•	Other quote-based home services (roofing, landscaping, etc.)
	•	Automotive repair shops (you have examples; fewer case studies than tree, but strong fit when call volume is high)

Bad fits (do not sell)
	•	Very low call volume + they never miss calls
	•	“I only want the cheapest software”
	•	People who want you to run marketing for them

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8) Positioning (what we are really selling)

We sell “speed-to-lead + capture”

We’re not selling AI. We’re selling:
	•	captured opportunities
	•	faster callback
	•	more closed quotes
	•	less wasted time
	•	cleaner intake info
	•	spam reduction
	•	a measurable system

Why this wins

When leads are fresh and answered quickly, conversion goes up.
There is well-known research showing lead response time dramatically impacts qualification/contact outcomes (often cited in sales ops as “speed-to-lead”).

(Use these studies as external support for the concept of “fast follow-up = higher conversion,” not as the core promise.)

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9) What a sales rep is allowed to promise (rules)

You CAN say
	•	William answers 24/7 or after-hours/overflow
	•	spam filtering + intake questions
	•	instant delivery of intake + transcript + recording (when enabled)
	•	pricing exactly as written
	•	92% minimum success guarantee / ~95% average (as internal performance tracking)
	•	time-to-go-live guidance if accurate for your process

You CANNOT say
	•	“We guarantee revenue/jobs”
	•	“It’s exactly like a human”
	•	“We’ll build custom features” (unless approved)
	•	“refund / money-back” (per leadership note)

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10) The cold calling mission (Tier 0)

Cold call objective

The cold call is not to sell. It is to:
	1.	get the right person’s attention
	2.	create enough curiosity/interest
	3.	book a demo/sales call

If you don’t book something, you didn’t win the dial

A “win” is one of:
	•	booked call on calendar
	•	scheduled follow-up time
	•	direct line / direct contact path to decision maker

If you hang up without any of those, the only productive move is:
	•	build rapport with the gatekeeper
	•	make them want to help you
	•	get them excited to tell the owner

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11) Cold call language rules (how to talk)

Tone
	•	casual
	•	direct
	•	confident
	•	simple (third-grade clarity)
	•	no long explanations
	•	no “salesy permission” energy

Owner opener logic

When you get the owner:
	•	you’re past the gatekeeper
	•	the only goal is to book a demo call

Key framing principle:
	•	Explain what it is first.
	•	Then, if they object, you use the “not trying to sell you on this call” frame to remove pressure and move them toward the demo.

“Opposed / Against” close mechanic

When asking for the demo, use negative framing:
	•	“Are you opposed to…”
	•	“Are you against…”

This encourages the “no” reflex, where their “no” equals your “yes” to booking.

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12) Sales calls (Google Meet) — what happens + what the rep does

What a sales call is

A Google Meet where you:
	•	share screen
	•	show proof
	•	show call examples (when available)
	•	show calculations using their numbers
	•	move to a decision: yes/no/next step

The only goal

Get them to say:
	•	yes → sign agreement → pay
	•	or hard no
	•	or follow-up for real logistics only
	•	or deposit if they’re a yes but can’t pay today

Call flow: the “Whiteboard 1” structure (high level)

This is the structure you provided, cleaned into an operational outline:
	1.	Small talk (short)

•	be friendly, not fluffy
	•	confirm they’re ready and can take notes

2.	Set the tone (3 parts)

•	Part 1: learn about their business/goals (qualification)
	•	Part 2: show how it works + proof
	•	Part 3: decide next steps if it fits

3.	North Star (their goal)

•	what they want (stop missed calls, faster callbacks, more booked quotes)

4.	Context + urgency

•	what they do now
	•	how long it’s been this way
	•	why they booked the call now

5.	Future pace

•	if solved, what changes? what becomes possible?

6.	Cost of inaction

•	what happens if they change nothing?

7.	Decision frame

•	who decides, how decisions get made, what commitment looks like

8.	Pre-pitch

•	“open to feedback?”
	•	sprinkle proof: 92% minimum, ~95% average; what William returns after calls

9.	Pitch (simple)

•	connect William to their number
	•	answers when they don’t
	•	intake + spam filtering
	•	sends details + recording instantly
	•	pricing
	•	guarantee structure
	•	close to a decision

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13) Close framework (the “4 outcomes” rule)

Every sales call must end in one of these:
	1.	Paid today (closed)
	2.	Hard no
	3.	Follow-up booked (real logistics only)
	4.	Deposit (when they’re a yes but timing blocks full payment)

No “maybe” limbo.

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14) Objections (the model behind all objections)

The 3 real objection buckets

Every objection is one of these:
	1.	Fear / uncertainty
	2.	Money
	3.	Logistics

Your job is to identify the bucket and handle that — not debate the surface excuse.

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15) Smokescreen handling (how your team wants it done)

“I need to think about it”

This is almost always a smokescreen.

Process:
	1.	Isolate calmly (“Totally fair.”)
	2.	Lock the truth:
“Before you think about it — do you feel like what we showed you can actually fix the missed calls and get you more quote requests?”
	3.	Then:
	•	If yes → “Okay, then what exactly is making you want to wait?”
	•	If no → “Got it — what part doesn’t feel solid?”

Now you’ve pulled the real issue into the open.

“I need to talk to my partner”

Treat it as logistics (or fear wearing a logistics mask).

Move:
	•	“Totally fair. Who else needs to be on this so you don’t have to repeat it twice?”
	•	Lock a time with both.

If they can’t get partner soon:
	•	set the earliest possible joint call
	•	or use deposit to keep momentum (only if they’re already a “yes”)

Money objection (“it’s expensive”)

Don’t discount. Don’t defend. Separate value from payment method:
	•	“Totally — money aside, do you feel like this solves the problem and pays for itself?”
If yes:
	•	“Cool. Then it’s not ‘should we do it,’ it’s ‘how do we do it.’ What’s the constraint?”

Then you figure out:
	•	cash timing
	•	approval process
	•	fear masquerading as money

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16) Implementation / onboarding (what happens after they say yes)

After close: the internal path
	1.	Agreement signed
	2.	Payment collected (setup or first payment)
	3.	Book customization call with developers
	4.	Collect build info (intake form)
	5.	Configure call routing (after-hours / overflow / all calls)
	6.	Test period (1–2 days)
	7.	Go-live
	8.	Ongoing: monitor success rate and optimize

Setup expectations (what reps can say)
	•	Go-live can be fast once inputs/access are in place
	•	Call routing depends on their carrier/provider; we guide them
	•	If something breaks: issue ticket / support process

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17) Build / configuration intake (the questions that matter)

These questions exist to build a clean, consistent intake system:

Identity + call experience
	•	What name do you want for the AI employee?
	•	Do you want recorded-line disclosure in the opener?
	•	Any tone constraints? (professional, casual, etc.)

Business rules
	•	Business hours
	•	Services offered
	•	Urgency rules
	•	FAQs the AI must handle
	•	Special situations to watch for

Call routing
	•	Primary business phone number
	•	Phone provider/carrier
	•	Should William answer:
	•	after-hours only
	•	overflow only
	•	all calls
	•	Do we allow transfers?
	•	if yes, what triggers? (emergencies, VIP clients, etc.)

Lead delivery
	•	Who gets alerts (names + email/phone)
	•	Where should leads be delivered:
	•	text
	•	email
	•	CRM integration (if available)
	•	Should William send confirmation texts to the caller?

Reporting
	•	Daily report email destination (if used)

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18) Public web presence (what your sites communicate)

What your website is pushing

Your public site messaging emphasizes:
	•	missed calls = lost revenue
	•	William = intake coverage + lead capture
	•	“human-like” experience (without calling it IVR)
	•	proof via testimonials and examples

(Note: the site content loads dynamically in places; use it as brand/context, not as the only source of precise numbers.)

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19) Known clients + internal success stories (what leadership has stated)

Use these carefully: only claim what you can support internally or with explicit approved proof pages. Leadership has referenced:
	•	Environmental Advantage (tree company, multiple locations, strong performance; “all calls get picked up,” ~8 months live; high success rate)
	•	Jennings Tree Service (tree company; strong relationship)
	•	A Plus Auto Repair (Gabe Fost)
	•	leadership claim: ~1,800 calls handled in first 6 months (overflow/receptionist-can’t-answer moments), multi-location, $2M+/year, strong ROI narrative
	•	Bradley Jennings / Bradley (testimonials mentioned)

Public testimonials exist on your site pages.

Important for reps:
If the prospect asks for proof, the correct move is:
	•	show approved proof assets
	•	show call examples
	•	show calculations on their numbers
Not to freestyle new case-study numbers.

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20) “How to talk about William” — best-practice phrasing (no scripts, just positioning)

The most accurate “mental model” to give ChatGPT

When a rep asks ChatGPT to write language, the rep should describe William like this:
	•	It is an AI intake system
	•	It answers missed/overflow calls (after-hours included)
	•	It qualifies + captures details quickly
	•	It filters spam
	•	It sends structured lead details instantly
	•	It is measured on a defined “success” metric
	•	It has a performance guarantee (92% minimum)
	•	It’s priced as setup + usage
	•	The close happens on a screen-share demo call where proof + math are shown

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21) ChatGPT prompt template your sales reps can use

Sales reps can paste this into ChatGPT before asking for scripts:

Prompt starter (copy/paste):
	•	“You are helping me sell William by Real Automation. William is a proprietary AI intake system (not IVR) that answers missed and overflow calls (including after-hours), filters spam, asks a few intake questions (name/address/service/urgency), then immediately texts/emails the business the lead details + summary + transcript + recording (if enabled). We track performance internally: ~95% average success rate and 92% minimum success guarantee for converting missed calls into qualified quote requests. Pricing: $4,000 one-time setup per location + $0.99 per talk minute. No refunds or free trials. The goal of cold calls is only to book a demo call. The goal of the demo call is to show proof + math on their numbers and close (agreement + payment), then hand off to a customization call with developers.”

Then the rep asks:
	•	“Write me a receptionist opener for tree companies.”
	•	“Write me a follow-up text after a receptionist says ‘he’s busy.’”
	•	“Give me 10 ways to handle ‘we already have an answering service.’”
	•	“Write a 25-minute Google Meet sales call outline with close checkpoints.”

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22) Final internal reminder for reps
	•	Don’t sell “AI.”
	•	Don’t sell “features.”
	•	Sell captured calls → faster callback → more booked quotes → less lost revenue.
	•	The cold call books the demo.
	•	The demo shows proof + math and gets a decision.
	•	No decision = the process is broken.

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