AI systems for B2B services and consultancies

In B2B and consultancy, the bottleneck is often the founder or senior team doing admin work: qualifying leads that aren't a fit, writing the same quote for the umpteenth time, remembering meetings, chasing signatures. STAKKER SYSTEMS automates lead capture, pre-qualification, quote generation, scheduling, follow-up and first-line (L1) support connected to your CRM, so your senior team can focus on proposals, delivery and key accounts.

What usually fails

Founder or partner acting as SDR when they should be working on product, proposals or delivery.
Meetings booked with unqualified leads, which means hours wasted.
Quotes written by hand again and again from the same template, with the same mistakes.
Manual lead tracking in spreadsheets, with the risk of forgetting follow-ups and losing deals through sheer inertia.
L1 support (reminders, project status, admin FAQs) eating into the senior team's time.

What we build

Pre-qualification before the calendar

A lead requests a meeting via a form or WhatsApp. The system asks 3-5 questions (sector, size, budget, real pain point, timing). A Calendly/Cal.com slot is offered only when they fit your ICP (ideal customer profile). It stops pointless meetings at the source.

Assisted quote generation

After qualification, the system drafts a proposal with standard services, indicative amounts and scope, ready for the partner to review and sign off.

Automatic lead follow-up

Workflows that nudge the lead at 3, 7 and 14 days after the proposal if there's no reply, with messages tailored to where they are. Nothing forgotten, no manual chasing.

L1 support with RAG over your docs and FAQs

A website chatbot built on your knowledge base (services, FAQs, case studies, support policy) that answers common questions and hands over to a human only when needed. Available 24/7.

CRM, calendar, email and reporting sync

Two-way connection between your CRM (HubSpot, Pipedrive, Notion, Attio), Calendly/Cal.com, Resend/Postmark, and Slack or Telegram. A new lead in the CRM triggers a welcome sequence and appears on the partner's dashboard without anyone lifting a finger.

Use cases

Pre-screening before the partner's calendar

A lead asks for a meeting. The bot asks about sector and budget. If they're outside your ICP, it sends them public resources and politely closes the conversation. If they fit, it books time with the partner.

Proposal draft after a call

After a discovery call, the system generates a proposal from your template, with scope, indicative amounts and timelines. The partner reviews, adjusts the details and signs off.

Automatic follow-up after a proposal

After 3 days without a reply, a gentle message ("Did you get a chance to see the proposal?"). After 7 days, an offer to clarify anything. After 14 days, a polite close. Steady follow-up without anyone chasing.

L1 support for active clients

An active client asks "How is project X going?" or "When is deliverable Y due?". The bot checks your internal dashboard and replies with up-to-date information. If it's a genuine issue, it passes it to the team.

Weekly reporting to the partner

Every Friday the partner receives an email with: new leads, proposals sent, proposals signed, active projects, milestones at risk. A dashboard they can access without asking anyone.

What to automate first

Lead qualification before the calendar.
Draft proposals from a recurring template.
Automatic follow-ups after a proposal is sent.
L1 support on FAQs and project status.
Weekly reporting to the founder or partner.

What not to automate yet

Final signed proposals. The AI drafts, the partner adjusts and signs.
Negotiating discounts or special terms. That decision is made by a human.
Discovery or strategy meetings. The AI filters, it doesn't interview.
Legal or contractual matters with a client: contracts, amendments, termination.
Complaints or client crisis management: straight to the partner.

How the flow looks

Lead comes inThe lead arrives via web form, LinkedIn, WhatsApp, phone call or referral.
AI qualificationThe bot asks about sector, size, budget, pain point and timing. If they fit your ICP, it continues. If not, it sends public resources and closes.
Booking with the partnerA qualified lead gets a Calendly/Cal.com link with limited slots. They book, then receive a confirmation and a pre-call kit (questions to prepare, background info).
Discovery callThe partner holds the call with the prep material to hand. Afterwards, the system drafts a proposal from the conversation data (transcript + template).
Sending the proposalThe partner reviews, adjusts the amounts and sends the signed proposal to the client. The system logs the send in the CRM.
Automatic follow-upThe system fires reminders at 3d / 7d / 14d with an adapted tone. The client replies, or it closes politely.
Onboarding and supportThe client signs. The system kicks off onboarding (dashboard access, milestone calendar). L1 support covers questions; the partner steps in only for genuine issues.
Ongoing reportingAutomatic weekly reporting to the partner. A dashboard with KPIs always up to date.

Risks to watch in this sector

Data about prospects and existing clients is personal and sometimes sensitive (confidential commercial information). It must be processed under the GDPR (RGPD in Spain) plus a confidentiality agreement.
If there are sub-processors (SaaS CRM, call transcription, LLM models), all of them must be listed in the DPA (data processing agreement) with the client.
Cold commercial outbound: requires an LIA (legitimate interest assessment) and must respect opt-outs. B2B spam can still be penalised.
Email communications require clear identification of the sender responsible (LSSI, Spain's e-commerce and information society law, arts. 20-21) and an unsubscribe mechanism.
Operational dependence on an LLM: have a fallback and a plan in case the provider goes down or changes its terms.

What we build it with

WhatsApp and web chatbot, AI phone agent, n8n automation, CRM (HubSpot, Pipedrive, Notion, Attio), Internal dashboard with KPIs and funnel, Transactional email + weekly reporting

Frequently asked questions

Does it work with HubSpot, Pipedrive and Notion?

Yes, all three have stable APIs. It also works with Attio, Salesforce, Folk and custom CRMs. If your CRM is very niche, we'll assess it in the initial diagnostic.

Can AI replace my human qualification?

For the first filter (sector, size, budget, urgency), yes, with the same quality. Finer qualification (cultural fit, strategic fit, real complexity) remains human. AI frees the partner from routine work so they can focus on what only they can do.

How do we stop the bot sounding like badly done AI?

We train the bot on your real copy (website, proposals, past messages), your internal glossary and your tone-of-voice rules. We test it in a sandbox before it goes live. And there's always a handoff to a human in borderline cases.

How long does it take to set up?

It depends on the scope: qualification, scheduling, first-line support and basic reporting are the quickest; proposal generation with detailed templates adds time depending on complexity. We settle this in the diagnostic.

What if we handle sensitive cases (legal, financial or corporate health consulting)?

We adapt the scope: the AI covers the administrative side (qualification, scheduling, reminders, status), never the sensitive content. The end client's confidential data doesn't enter automated flows without a DPA and reinforced safeguards.

To understand the terms

What is an AI agent, What is RAG, What is n8n, What is AI automation