How did a Singaporean Tech AI Startup use AI to automate all essential tasks & processes in Event Management, Sales, Document & Payment Management?
With WunderWaffen.
AI49 is a startup that offers AI-powered tech services in ASEAN, connecting clients with AI-powered solutions. The startup aims to deliver AI agents and AI automations to ASEAN-based customers.
This AI automation case study demonstrates how WunderWaffen automate the full length of a B2B customer's journey for AI49.
Step 1: Lead Capture and Tracking
Manual Process:
Leads fill out forms manually placed on various platforms. A team member consolidates form submissions, records all details in a spreadsheet, and tracks the source of traffic via manual checks.
- Time Taken: 5-6 hours per week.
Automated Process:
A Google Form embedded in an iframe on AI49’s website captures prospects' names, email addresses, mobile numbers, and other details. The form feeds directly into a Google Sheet via an API. Google Analytics automatically tracks the source of traffic. Hyperlinks to the form are placed across various partner websites.
All leads are funnelled into a Google Sheet, which can be synchronised with other apps. New leads deposited in the Google Sheet can trigger actions in other apps to occur.
- Time Taken: Instantaneous (0 minutes).
Step 2: Initial Engagement
Manual Process:
A team member sends individual emails to welcome prospects and invite them to events, requiring custom content creation for each message.
- Time Taken: 8 hours per week.
Automated Process:
The email marketing platform Brevo sends an automatic welcome email upon form submission, followed by a pre-designed Event EDM invitation detailing the date and time of any AI49 events.
- Time Taken: Instantaneous setup; 5 minutes for periodic oversight.
Step 3: Event Registration and Reminders
Manual Process:
Staff manually register attendees, send follow-up reminders, and track registrations in a separate spreadsheet.
- Time Taken: 10-12 hours per week.
Automated Process:
Prospects register for events through Eventbrite. Registration data flows to AI49 in real-time, and Eventbrite sends automated reminders at registration, three days before the event, and one day before.
- Time Taken: Instantaneous (0 minutes).
Step 4: Post-Event Follow-Up
Manual Process:
After the event, team members email or call attendees manually to gather interest in sales calls and track responses in a spreadsheet.
- Time Taken: 8 hours per event.
Automated Process:
Eventbrite sends a follow-up email to attendees who opt into communications. For others, AI49 integrates consent workflows to automate communication where possible. Those interested in sales calls select a date and time using TidyCal.
- Time Taken: Instantaneous setup; 15 minutes for oversight.
Step 5: Pre-Sales Qualification
Manual Process:
A team member sends questionnaires, monitors responses, and manually assesses lead qualifications. Follow-ups are conducted over email or phone or WhatsApp.
- Time Taken: 4 hours per lead.
Automated Process:
A pre-sales questionnaire is sent via Google Forms. Responses are automatically analyzed and recorded in the CRM. WhatsApp and email integrations confirm form submissions, send reminders, and schedule follow-ups.
- Time Taken: 10 minutes per lead for oversight.
Step 6: Sales Call Scheduling and Reminders
Manual Process:
Sales representatives coordinate schedules manually and send personalized reminders via email and phone.
- Time Taken: 3 hours per lead.
Automated Process:
Leads schedule sales calls directly via TidyCal. Automated WhatsApp messages and emails remind leads about their calls upon sign-up, three days before, and one day before the scheduled date.
- Time Taken: Instantaneous (0 minutes).
Step 7: Sales Call and Documentation
Manual Process:
Team members take notes during calls and manually share summaries with all parties.
- Time Taken: 2 hours per call.
Automated Process:
Zoom hosts the sales call, and Fireflies.ai generates and shares a detailed transcript with all participants.
- Time Taken: Instantaneous (0 minutes).
Step 8: Lead Nurturing and Conversion
Manual Process:
Leads are tracked manually in spreadsheets, and follow-up emails are sent individually as and when needed. Invoicing and contract management are handled manually.
- Time Taken: 6-8 hours per lead.
Automated Process:
Leads are tracked in Asana, where a new task is created automatically when a pre-sales questionnaire is submitted. Brevo continues drip email marketing for non-converting leads. For interested leads, Stripe automates invoicing, and PDF contracts are sent automatically. Drag and drop will activate invoicing and contracting. Once payment and contracts are completed, onboarding begins.
- Time Taken: 15 minutes per lead for monitoring.
Time Saved
Workflow Step / Time | Manual Time | Automated Time | Time Saved |
Lead Capture and Tracking | 5-6 hours/week | 0 minutes | 5-6 hours/week |
Initial Engagement | 8 hours/week | 5 minutes/week | 7 hours 55 minutes/week |
Event Registration | 10-12 hours/week | 0 minutes | 10-12 hours/week |
Post-Event Follow-Up | 8 hours/event | 15 minutes/event | 7 hours 45 minutes/event |
Pre-Sales Qualification | 4 hours/lead | 10 minutes/lead | 3 hours 55 minutes/lead |
Sales Call Scheduling | 3 hours/lead | 0 minutes | 3 hours/lead |
Sales Call and Documentation | 2 hours/call | 0 minutes | 2 hours/call |
Lead Nurturing and Conversion | 6-8 hours/lead. | 15 minutes/lead | 5.75-7.75 hours/lead |
Total | 46-51 hours per week | 45 minutes per week | 45.25-50.25 hours per week |
Conclusion: Instant Results with AI Automation
This AI automation case study demonstrates how a tech AI startup leveraged sophisticated tools and workflows to transform its outreach operations. By combining platforms like Google Sheets, Eventbrite, and Brevo with AI capabilities, AI49 achieved:
- Streamlined Processes: Reduced manual labor and increased operational efficiency.
- Personalized Outreach: Targeted messaging tailored to lead-specific attributes.
- Scalable Growth: Improved metrics across all stages of the customer's journey
This structured workflow ensures a balanced approach between automation efficiency and quality control. Together, these steps create a highly adaptable and scalable AI automation case study, demonstrating how WunderWaffen can elevate operational efficiency for platforms which operate in the tech and AI space.
To explore these transformative solutions, schedule your consultation with WunderWaffen. Let's build smarter, faster workflows tailored to your tech AI startup today!
AI49: How a Tech AI Startup is Fully Automated by WunderWaffen