CRM Updates – Notis

Quick start: speak these

Update Jane's lead status to Interested in HubSpot.

Log a call with Jane: 15-minute chat about workflow improvements.

Create follow-up tasks for Jane.

Notis keeps your CRM updated without you ever opening it.

CRM workflow with Notis

1. Capture new contacts

Send a business card photo or dictate contact details:

Add new lead from this business card

Notis extracts and creates:

Name: Jane Doe

Company: InnovateCo

Email: jane.doe@innovateco.com

Phone: +34 612 345 678

New lead created in HubSpot

2. Update lead status

Change statuses hands-free:

Update Jane Doe's status to Interested.

Move John to Qualified.

Mark Acme Corp as Won.

3. Log calls and meetings

Capture call notes by voice:

Log a call with Jane: 15-minute discussion about workflow improvements. She's eager to see a demo.

Notis records:

Call duration

Key topics discussed

Sentiment and interest level

Next steps mentioned

4. Create follow-up tasks

Never forget a follow-up:

Create follow-up tasks for Jane.

Remind me to send the proposal to John on Friday.

Notis creates in your CRM:

Send demo invitation email

Prepare tailored demo

Schedule meeting for next Thursday

5. Draft follow-up emails

Personalized outreach in seconds:

Draft a follow-up email to Jane with our best case study.

Notis will:

Pull the most relevant case study from your Notion workspace

Draft an email tailored to their needs

Reference your previous conversations

Set up your CRM connection

Connect your CRM in the Integrations tab or use the CRM database included in the Notis Second Brain template.

⚠️

If you choose to use your own CRM, like HubSpot, Salesforce, or Pipedrive, make sure to delete the CRM database in the Notis Second Brain template to avoid any conflicts.

Recommended Integrations

Integration	What it enables	Examples
CRM	Contact management, deal tracking	HubSpot, Pipedrive, Salesforce
Email	Draft follow-ups, email history	Gmail, Outlook
Task Manager	Create follow-up tasks	Todoist, Notion, Asana
Documents	Find relevant case studies to include in your follow-ups	Notion, Google Drive
Calendar	Schedule meetings with leads	Google Calendar, Outlook
Meeting Scheduler	Book a meeting link for a lead	Cal.com, Google Calendar, Calendly
Online Meeting	Meeting links	Zoom, Google Meet

Automations

Stage-change follow-up pack

When a deal moves stages (for example from Qualified to Demo scheduled), Notis automatically prepares the next best actions so nothing slips.

Trigger: Deal Stage Updated

Go to the Automations tab in the Notis portal and create a new automation.

Select your CRM (HubSpot / Pipedrive / Salesforce) and set the trigger to Deal Stage Updated.

Paste the instruction below (feel free to customize):

A CRM deal stage was updated.

Your job: create a "follow-up pack" for the user based on the deal + new stage.

Inputs you can rely on:
- Deal name
- Deal stage (new stage)
- Company
- Primary contact (if present)
- Deal amount / close date (if present)
- Any notes passed in the trigger payload

Steps:
1) Summarize what changed:
- Deal:
- Company:
- New stage:
- Key fields (amount, close date, owner, last activity if available)

2) Decide what should happen next based on the stage:
- If stage suggests a meeting/demo is next:
	- Create tasks: "Send agenda", "Confirm attendees", "Prep deck", "Collect requirements"
	- Draft a short email proposing times + including a meeting link (if available)
- If stage suggests proposal/contract:
	- Create tasks: "Prepare proposal", "Internal review", "Send proposal", "Follow up in 48h"
	- Draft a follow-up email referencing the proposal and clear next step
- If stage is "Closed Won":
	- Create tasks: "Handoff to onboarding", "Kickoff meeting", "Invoice setup"
	- Draft a congratulations + next steps email
- If stage is "Closed Lost":
	- Create tasks: "Capture loss reason", "Set reminder to reconnect in 90 days"
	- Draft a polite close-out email asking for feedback

3) Create the tasks in the user’s preferred task system (or Notion Tasks if unspecified).
Each task must include:
- A clear title
- A due date suggestion (relative, e.g. "tomorrow" or "in 2 days")
- A short note that includes the deal + stage context

4) Draft ONE email the user can send immediately.
Requirements:
- 5–10 lines max
- Specific next step
- Use deal + stage context
- If contact name is missing, write it generically ("Hi there,")

Output format:
### Deal update
- ...

### Tasks created
1) ...
2) ...

### Draft email
Subject: ...
Body:
...

Pro tips

Be specific with names: "Jane Doe at InnovateCo" helps Notis find the right record.

Mention interest signals: "She's eager" or "not interested yet" updates sentiment.

Reference time: "15-minute call" or "met at the conference" adds valuable context.

Batch updates: Log multiple interactions in one voice note.