This is the success story of a business that, despite owning several AI assistants, was still losing hours every day to copying data between apps. Its reps worked across Outlook, Teams, HubSpot, Jira, and Power BI, and the agents built in-house with Microsoft Copilot Studio could not follow the work outside Microsoft tools.
Finally, the company found Instinctools on Goodfirms' list of the best AI development companies and partnered with them to build an AI-powered virtual sales representative on the GENiE platform.
Within 2 to 3 weeks, Instinctools delivered an AI-powered sales representative to its client, and in no time, the client experienced a 20% increase in lead-processing capacity.
The AI sales agent case study here follows the business's journey from discovering Instinctools to the final results, inspiring other agencies seeking similar solutions to their lead processing and conversion problems.
Company: Instinctools
Client: Confidential, name withheld
Solution: AI Sales Agent on the GENiE platform
Lead Source: Goodfirms
Spokesperson: Valeryia B., Marketing Manager at Instinctools
Goodfirms' Influence: 4/5
What Problem Did the Client Face?
The client's sales reps worked across eight apps, including Outlook, Teams, HubSpot, OneDrive, Jira, Miro, Power BI, and LinkedIn, and the company's AI tools could not track changes in the non-Microsoft ones. Three weaknesses followed:
- Static context: Agents could not follow updates across tools outside the Microsoft family, so staff gathered and combined data by hand.
- Passive behavior: Agents waited for a person to start them, which kept the work with the rep.
- Prompt sensitivity: Agents responded only to precisely worded prompts.
The mix placed a heavy cognitive load on the sales team. Valeryia B., marketing manager of Instinctools, says the tools felt like "AI crutches" that swallowed staff time and returned little of the productivity the company expected.
How Did the Problem Affect Sales Results?
Manual work capped how many leads each sales rep could handle and hid growth opportunities. Employees spent long stretches on data entry and context collection. With context scattered across apps, reps missed expansion and upselling openings, and lead volume stayed tied to the hours available.
Salesforce's State of Sales report (7th edition) surveyed 4,050 sales professionals in 22 countries and found that reps spend 40% of an average workweek selling. The other 60% goes to non-selling work. The client's team felt the same squeeze, and Instinctools reports a 20% rise in lead-processing capacity once automation took over the routine steps.
Why Did Microsoft Copilot Studio Fall Short?
In Instinctools' account, Copilot Studio fell short because its native connectors covered only Microsoft apps. The client first tried an in-house build and created Microsoft-bound AI agents. Connecting HubSpot, Jira, and the other non-Microsoft tools called for custom software development beyond the in-house team's technical capabilities.
The agents therefore saw one slice of the sales stack, while the work of selling ran across all of it.
How Did the Client Find Instinctools on Goodfirms?
The client discovered Instinctools ranking as one of the top artificial intelligence companies on Goodfirms. The portfolio, certifications, and verified reviews on Instinctools' profile page on Goodfirms acted as trust signals. Cost, market presence, and proven AI development expertise shaped the evaluation, and the client researched the company well before getting in touch.
Instinctools did not ask which single profile element mattered most. The team believes the whole profile worked as a silent salesman before the first call. Valeryia B. rates Goodfirms' influence on the decision at 4 out of 5.
Buyers who want to partner with trustworthy companies can browse multiple listings on Goodfirms, which include portfolios, verified client reviews, and case studies, enabling smart decision-making.
Why Did Instinctools Build on GENiE?
A standard low-code platform was too rigid for this client, so Instinctools proposed a tailored build on GENiE, its proprietary middleware for agentic AI. Valeryia B. says the team and the client reached that conclusion together after seeing that "a standard low-code platform was too rigid."
GENiE is a vendor-agnostic solution accelerator. It connects HubSpot, Jira, Microsoft Teams, Confluence, and Power BI, and it runs a task-adaptive, event-driven multi-agent system with context management and built-in governance. On that base, Instinctools built an AI-powered virtual sales representative across the client's existing software.
The architecture diagram below maps how GENiE links the client’s business systems to the AI sales agent.
Data agents pull records from HubSpot, SharePoint, and Teams into a shared knowledge graph, while systems such as Xero and Jira connect through an API registry. Specialized agents, including the sales agent, then answer inside Teams chat when a rep mentions them.
Even the best AI software and tools for sales teams fail at the context gap, the distance between where the work happens and where an agent can see it. GENiE closed that gap by handling integration and context in a shared layer. The event-driven design matters because an agent that waits for a prompt hands the work straight back to the rep.
The approach cut development and integration time by 70%. Instinctools delivered a functional solution in 2 to 3 weeks, against an estimate of 8 to 12 weeks.
How Did Instinctools Keep the Client Informed?
Instinctools' Delivery Framework gives managers at every level full visibility into a project. Project managers worked with the client's team every day on tasks, sprint progress, milestone status, and risks, using secure tools for communication and reporting. A dedicated Account Manager added regular account status reports, reviewed deliverables, and tracked finances.
Were There Budget or Compliance Constraints?
Instinctools reports no major constraints on this project. The team aligns on budget, timelines, technical requirements, and compliance considerations at the start of each engagement and identifies risks early, so the client had these points settled before development began.
What Results Did the AI Sales Agent Deliver?
The AI sales agent raised lead-processing capacity by 20% and cut development and integration time by 70%. Besides that, Instinctools shared the metrics measured and reported results below:
On a daily basis, the AI sales representative gradually mitigated manual work that used to sit between disconnected applications. Valeryia B., Marketing Manager at Instinctools, describes the effect on employees of their client:
The implementation of an AI agent helped to reduce the cognitive load of the employees by eliminating manual work across disconnected applications. - at .
How Did the AI Sales Agent Help the Client Compete?
The project let the client scale lead processing and cross-selling without additional hiring. Because GENiE is vendor-agnostic, it connected the client's software ecosystem without vendor lock-in, and its pre-built APIs and middleware shortened agent development and integration. Faster deployment put the AI in front of the sales team sooner.
The engagement is complete. Instinctools stays in touch with the client in case support is needed.
What Can Businesses Learn From This Case Study?
Valeryia B. advises agencies to build a reliable Goodfirms profile, consisting of an impressive portfolio, and invite their clients to add reviews on that platform, so that any lead assessing the brand can see real expertise and potential for collaboration. The case supports four lessons:
- Keep the profile complete and reviewed. Buyers research a firm's market presence before they write, and a current profile with reviews answers that research.
- Put portfolio and certifications up front. Both were the trust signals this client named.
- Match proof to the stated need. The client required AI development expertise, so a proprietary platform with its own framework page gave Instinctools concrete evidence to point to.
- Propose a tailored route when the standard one stalls. Instinctools and the client agreed that low-code was too rigid, and a custom build on GENiE reached a working solution in 2 to 3 weeks.
FAQs About AI Sales Agent
What is an AI sales agent?
An AI sales agent is software that works inside a sales team's apps to gather context, process leads, and act on events with little human prompting. In this case study, Instinctools built an AI-powered virtual sales representative that connected HubSpot, Jira, Microsoft Teams, Confluence, and Power BI, which removed manual data collection for the client's reps.
How long did Instinctools take to build the AI sales agent?
Instinctools delivered a functional AI sales agent in 2 to 3 weeks. A build on basic-level frameworks was estimated at 8 to 12 weeks, so the GENiE platform was used to cut development and integration time by 70%. The project is complete, and Instinctools remains in touch with the client for ongoing support and maintenance.
What is GENiE?
GENiE is Instinctools' proprietary, vendor-agnostic solution accelerator and infrastructure middleware for agentic AI. GENiE integrates tools such as HubSpot, Jira, Microsoft Teams, Confluence, and Power BI, and it supports a task-adaptive, event-driven multi-agent system with context management and built-in governance. Instinctools used it to build the sales agent without creating the infrastructure from scratch.
Why did Microsoft Copilot Studio not work for this client?
The client's in-house team built Microsoft-bound agents in Copilot Studio, and in Instinctools' account, the native connectors covered Microsoft apps only. Linking HubSpot, Jira, and other non-Microsoft tools needed custom software development beyond the in-house team's capabilities, so the agents could not track context across the full sales stack and left reps to collect data themselves.
How much did Goodfirms influence the client's decision?
Valeryia B. rated Goodfirms' influence on the client's decision at 4 out of 5. The client named portfolio and certifications as the trust signals on the Instinctools profile and weighed cost, market presence, and AI development expertise. Instinctools believes the whole profile worked as a silent salesman before the first call.
From Goodfirms' Listing to AI Sales Agent Project: How Instinctools Won
Instinctools' AI sales agent began when a buyer read a Goodfirms profile and found a portfolio, certifications, and authentic user reviews they could trust. A complete profile like that improves reputation and does the marketing job for any agency. Get listed on Goodfirms, let your work speak for itself, and be easily found by companies already looking for technology partners and digital marketing companies, enabling you to promote your services.
