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Use case · Phone sales team

Customer records filled from calls and photos

Take the call, get the photos, and AI fills in the record

A used-car buying team that takes purchase calls on work phones all day set up a flow where the conversation lands on the customer record when a call ends, and the car details pile up there when the customer sends photos through a web form.

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The problem

  1. 01

    Copying car details from photos

    Agents opened each photo a customer sent and typed in the model and mileage by hand, and the next call waited.

  2. 02

    Calls end, details vanish

    Recordings stayed in the CTI and asking prices and callbacks went into notepads, so some were missed and every agent wrote them differently.

  3. 03

    Records spread across chats and notes

    Photos sat in messengers and call notes in personal memos, so whoever took over had to ask the customer again.

How Trackit solves it

  1. 1

    Agents take calls on the work phone and get photos through a web form

    Work phones are connected to the CTI, so when a call ends the CTI sends the caller number and recording URL to a Trackit webhook. When the call ends, a KakaoTalk Alimtalk with a web form link goes out, and the customer opens the form from its button to send their number and car photos. Agents no longer copy details or upload files.

  2. 2

    AI transcribes and summarizes the call, and reads car details from photos

    The webhook workflow pulls the number and recording URL out with a parse-JSON step and fetches the recording with a download-file step. AI file analysis turns it into text, then pulls out a call summary, the asking price, and the next contact date and task. When the web form is submitted, a “Photo intake” record with the photos is created, and AI file analysis in another workflow, started by the file attachment, pulls out make, year, mileage and exterior condition.

  3. 3

    Calls and photos pile up on one customer record

    A create-or-update block finds the customer record by phone number and fills the asking price and next contact, creating a new record for a first-time caller. A create-note block saves the call summary to that record, and a create-task block turns the next contact into a dated task, and a final HTTP request block calls an Alimtalk service to send the web form link. On the photo side, a create-or-update block also finds the same customer by the number in the web form and fills the car fields.

Features usedAI WorkflowsData
  1. TriggerWebhookThe CTI sends the call end and recording URL.
  2. AIAI file analysisTranscribes the call and pulls a summary and next contact.
  3. ResultCreate or update recordFinds the customer by number and fills the asking price.
  4. ResultCreate noteSaves the call summary to the customer record.
  5. ResultCreate taskTurns the next contact into a dated task.

What changed

Before TrackitTyping car details in from photos
With TrackitThe customer sends photos and the car fields fill in
Before TrackitWriting up each call and callback in a notepad
With TrackitWhen a call ends, a summary note and a callback task appear
Before TrackitPhotos and call notes scattered across apps
With TrackitThe car and the conversation on one record

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