Sybill’s Deal Summaries automates CRM updates by extracting insights from every call and email, saving hours and turning your CRM into a goldmine of actionable data. Capture exactly what matters - BANT, MEDDPICC, tech stacks, competition, and more. Customize the insights received as existing properties either by modifying the current prompts or by adding new properties.
1. Getting Started with Deal Summaries
How does Deal Summaries work with my CRM?
This feature analyzes all emails and call recordings synced to your deals or opportunities in your CRM (HubSpot, Salesforce, Zoho or Dynamics 365) and updates important and relevant fields with the latest information.
Who is Deal Summaries for?
Deal Summaries is a feature that helps every professional in an organization.
A sales rep can save hours because they no longer have to manually find insights like next steps, MEDDPICC or BANT data, from meeting summaries and then fill it in their CRM. They can automate all of this by simply ensuring their CRM is connected to Sybill, Deal Summaries is set up and customized as per their needs.
For a sales manager, Deal Summaries provides them with a view of the pipeline, helping them in revenue forecasting. It helps them identify risks & opportunities, knowing when to intervene and use it as an opportunity to coach the rep.
For a customer success manager, it’s extremely helpful for a quick glance on the happenings of the deal to get them on the same page as the customer.
For product teams it’s the quickest way to find the most popular product requirements from multiple customers.
How do I connect my CRM to Sybill for Deal Summaries?
To connect your CRM, navigate to Settings > Integrations > CRM and select the option to connect to any of the 4 natively supported CRMs. If you're unable to connect, contact your CRM admin for access permissions.
Natively supported CRMs: HubSpot, Salesforce, Dynamics 365, Zoho; for any other CRM we can use Webhooks to receive Magic Summaries only.
2. Setting Up Deal Summaries
How do I enable Deal Summaries in Sybill?
a. To get started, please connect any one of the natively supported CRMs with Sybill. (Image a). In case of Webhook connections, only Magic Summaries can be received.
b. Once the CRM is connected with Sybill, please choose the settings that suit your requirements in terms of Contacts and Call Summary.
Post this, Deal Summaries can be set up by adding the relevant properties / fields. This can be achieved by choosing one of the 2 options:
- Add property: A list of properties will be displayed, please choose the ones that capture all the necessary information. In these properties, there is a pre-defined prompt to fetch relevant details. You can either choose to go ahead with the existing prompt in the pop-up box, which is also editable or define your custom properties. (Image b)
- Import from CRM: Use fields already present in your CRM. (Image b)
Once a property is added, a confirmation box appears with 2 options: ‘Sync it with your CRM’ or ‘I’ll do it later’.
If the former is convenient, please go ahead & map the properties individually to relevant fields in the CRM.
If you prefer the latter, the mapping is covered in the next few steps.
During setup, please select the framework (BANT, MEDDPICC, etc) that best fits your sales process. (Image c)
c. Like mentioned above, after adding all the relevant & required properties, please map it with your CRM. If you choose to do it individually after adding every property, please click on ‘Sync property output to CRM’. (Image d)
If you chose the second option in the above box, then please add all the properties you deem relevant. After finding all the properties as a list under Deal Summary, please click on ‘Map to CRM’ & all the fields from your CRM will appear in the drop down, from where the relevant field can be chosen. (Image e & f)
3. Customizing Fields and Prompts
Sybill offers flexibility to create custom fields or refine existing ones to meet your unique needs.
Create My Own:
- Define a custom property name (e.g., User Research).
- Add a clear, actionable prompt.
Example: “Summarize user research insights for this deal to assist Sybill’s product team.”
- Select the output type (e.g., text, multi-line text, etc.).
- Test the output by clicking ‘Preview’.
- If the output is satisfactory, please go ahead & click ‘Save’. (Image g)
Import from CRM:
- Select an existing field in your CRM (e.g., competition, deal status).
- Customize the prompt if needed.
- Test and save the output. (Image h)
Tips for Accurate Outputs:
1. Use the term “prospect” when referring to external participants.
2. Start prompts with strong action verbs like “Summarize,” “Identify,” or “Outline.”
4. Viewing and Managing Deal Summaries
Where can I view my Deal Summaries in Sybill?
After having connected & set up Sybill to be in sync with your CRM, you will see your CRM auto-filled with all the relevant fields & latest information about a deal or client. (Image i)
Additionally, in Sybill you will find a Deal Board with a lot more concise and actionable insights, which can help you get a quick glance o any deal. You can click on the Deals icon to find this view. The page may be empty at first, but as meetings and emails get synced, the activity timeline will populate and look like the image below. (Image j)
What is the Deal Board?
The Deal Board shows all the meetings and emails associated with a specific deal along with other specific details. Meetings are displayed in blue dots, and emails are in green. (Image j)
The other information that you see are the properties most important to a deal.
See the image below to understand what these properties are called, which framework they belong to and what data or insight they represent: (Image k)
How do I ensure my meetings are linked to the right opportunities?
Please double-check that your meetings are linked to an opportunity by visiting the meeting dashboard. If a meeting is not linked, click on the 'Link Opportunity' button and search for the relevant opportunity in your CRM. (Image l)
Use Cases for Deal Summaries
CRM Automation: Automatically populate CRM fields with key deal insights, such as budget, needs, and next steps, after each meeting.
Sales Analysis: Generate quick summaries tailored to sales frameworks like BANT, MEDDPICC, etc for internal reviews.
Custom Research Insights: Summarize user research data or feature requests to guide product teams.
CRM Integration & Flexibility: Seamlessly map Sybill’s outputs to your existing CRM fields or create new ones based on your workflow.
Tips for Success
Ensure the CRM is connected before starting.
Use actionable, specific prompts to guide Sybill’s AI.
Regularly review and update synced properties to align with your team’s evolving needs.
FAQs
What happens if my deal data doesn’t load immediately?
The first sync may take longer as Sybill prepares and loads the deal into its database. Subsequent updates will be faster.
Can I edit Sybill’s AI-generated outputs?
Yes, you can edit the AI outputs by editing the prompts before syncing them with your CRM.
How do I address errors in AI-generated summaries?
Refine your prompt or use specific action verbs for clearer results. For major discrepancies, please report the issue to the Sybill support team.
Can I sync custom properties back to my CRM?
Yes, after creating or editing properties, you can map them to fields in your CRM for syncing. Simply select the corresponding field during the setup process.
What if I need to desync or remap a property?
You can easily desync a property by going to Settings > Integrations > CRM, scroll to Deal Summary where all your properties are listed, click on ‘Delete Mapping’ as shown below, and map it to a new field if you want to.
Is there a limit to the number of properties I can sync?
There is no set limit to syncing properties, but it’s recommended to focus on the most relevant fields to avoid overloading your CRM with unnecessary data.
How secure is my deal data in Sybill?
Sybill prioritizes security and complies with industry standards for data protection. All deal data is encrypted, and access is restricted to authorized users.
If you have further questions or need assistance, feel free to reach out to our support team!