Logistics & Operations · 11-50 Employees · Sales Hub
An Equipment Sales CRM With a Live Inventory API and Prospecting Guardrails for a Dealer
Reps quoted from a PDF inventory list that was always a week old. A custom Units object synced from the inventory system put live stock on every deal, and gave the Prospecting Agent something true to say.
Heavy equipment dealer
Before
After
2,300
inventory records synced daily
100%
quotes tied to a real unit
50/day
outreach cap with human review
Challenge
Sales reps sold equipment from a weekly PDF. By the time a quote went out, the unit was often sold. Follow-ups with past buyers were manual and inconsistent, and the company wanted to use AI outreach without embarrassing itself.
Approach
- Built a Units custom object synced nightly from the inventory API: model, hours, location, price, status.
- Associated units to deals and quotes so every quote references a real, available unit.
- Created a cold-lead list of past buyers with no activity in 90 days and no open deal.
- Configured the Prospecting Agent in semi-autonomous mode on that list, with a 50-per-day cap, Brand Voice set from the best rep's emails, and the first 20 drafts reviewed before anything sent.
Results
- 2,300 inventory records synced daily; no more quoting sold units.
- 100% of quotes tied to an available unit.
- Outreach runs at a controlled 50 per day with a human approving each email.
AI-readiness impact
Readiness went from 36 to 82. The Prospecting Agent checks (ICP fields, semi-autonomous mode, send cap, cold-lead list) all pass, and the agent references live inventory rather than a stale PDF.
Related work
Client names are withheld. Where a client has not approved public disclosure, figures are representative of HubAIOps engagements of that type.