An hour of write-up after every site visit, down to fifteen minutes. Live in three weeks.
Reps now narrate a short walkthrough on their phone, and Agentforce drafts the full site survey for them to review.
750 hours
returned to the sales team each year: 45 minutes saved across up to 1,000 site visits
Every opportunity starts with someone standing on the site.
Abacus Playgrounds designs and installs playground surfacing and play equipment for local councils, schools and other public-sector buyers. Every opportunity begins the same way: a representative visits the site in person. Without that visit, the project cannot be scoped or quoted accurately.
Site visits generate a large amount of detail: surface measurements, ground conditions, hazards and risk factors, welfare and facilities placement, access restrictions and permitted working times, and the named individuals whose sign-off is needed before anyone can get on site.
The same information, captured twice.
Reps captured all of this on paper, then returned to a desk, logged into Salesforce, and re-keyed it into the Site Survey form, working through their notes line by line and reviewing the record before saving it.
That second pass took approximately one hour per visit.
Across up to 1,000 site visits a year, the process consumed roughly 1,000 hours of field sales capacity. That was time spent transcribing information the reps had already gathered rather than in front of the next customer. The quality of the process was never the problem; the duplication was. Every insight had to be captured twice, and the delay between visit and write-up created a window in which detail could be forgotten or follow-up actions could slip.
The survey itself compounded the issue. Content was stored as plain text, producing dense, unformatted blocks that colleagues found difficult to scan when they picked up the opportunity later.
The approach
Rather than replace the site visit process, SaaS Success removed the re-keying step entirely, turning the rep's own spoken walkthrough into the source record.
1. Strategy: targeting the hour, not the process
The engagement began by mapping an AI video-to-survey pipeline onto Abacus Playgrounds' existing field-sales process, deliberately targeting the hour-per-site admin burden rather than redesigning how reps work on site.
2. Voice-first capture in the field
Reps now film and narrate a short walkthrough on their phone (typically around five minutes), covering measurements, hazards, facilities requirements, access constraints and timing, and the stakeholders required to authorise entry. Follow-up actions are spoken aloud in the same pass, with the owner's name, the action itself and the due date.
3. Ingestion through the existing Dropbox integration
Abacus Playgrounds already ran a Dropbox integration with Salesforce, giving every opportunity its own linked folder. The rep uploads the video there. No new tool was introduced into the field workflow, and the recording is keyed to the correct opportunity from the moment it lands.
4. Automated transcription
A Make.com routine polls Dropbox every five minutes, passes new recordings to DeepGram for transcription, and returns the transcript to Salesforce.
5. Agentforce interpretation and survey generation
Inside Salesforce, Apex record-matching attaches the transcript to the right opportunity, and a Flow triggers Agentforce prompt templates to read the transcript and draft the full Site Survey. Spoken follow-up actions are converted into assigned Salesforce tasks linked to the opportunity, with the stated owner and due date. Survey content is written back with rich-text formatting (headings and bullets), replacing the previous plain-text blocks.
6. Human review, with the evidence attached
The record owner receives an email prompting them to review the generated draft. The full transcript is stored on the Site Survey itself, so anything in the record can be checked against exactly what was said on site. Nothing is committed without a person approving it.
The solution was signed off on 26 June 2026 and live on 16 July 2026: three weeks end to end, across 17 Agentforce seats with no flex-credit burn.
Measured across up to 1,000 site visits a year
Time per site survey fell from 60 minutes to 15 minutes, a 75% reduction. Manual write-up was eliminated outright; the remaining 15 minutes is review and approval rather than data entry.
Approximately 750 hours a year returned to the sales team. At up to 1,000 site visits annually, the 45 minutes saved per visit compounds into the equivalent of a significant share of a full-time role, redirected from administration to customer-facing selling.
Follow-up actions are captured at source. Actions spoken during the walkthrough become assigned Salesforce tasks against the opportunity automatically, with named owners and due dates, closing the gap between what was noticed on site and what actually gets actioned.
Site surveys became readable. Rich-text formatting with headings and bullets replaced unstructured plain text, making records far quicker for colleagues to scan when they pick up an opportunity.
Reporting is auditable. Storing the transcript alongside the generated survey means the team can always trace a field back to the rep's original words. That safeguard made the automation easy for the business to trust.
Adoption across all 17 seats was immediate. With the site visit workflow live, the next phase extends the same capture-transcribe-generate pipeline to in-person client meetings, applying the identical architecture to meeting notes and follow-ups.
60 → 15 min
time per site survey, a 75% reduction, with the remaining time spent on review rather than data entry
~750 hours
returned to the sales team each year, at 45 minutes saved across up to 1,000 site visits
3 weeks
signed off 26 June 2026, live 16 July 2026 across 17 Agentforce seats with no flex-credit burn
The work Scott has done has been amazing. He's very easy to work with and knowledgeable as well. We will definitely be using him for more projects in the future.
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