A sales team member automated trip expenses and saved a day's work a month
A Telegram bot that turns quick trip notes into a clean Airtable expense log, saving each salesperson a day's work per month.
This student works alongside a sales team that visits up to eight customers a day and used to retype every trip by hand. Using what they learned in Lessons 25 to 28, they built a simple automation that does the retyping for them. It is a clear example of how one practical lesson can give a whole team its time back.
Before
To recover their costs, the company's sales staff had to log every customer visit: the activity, mileage, fuel cost and consumption, food and transport. With up to 8 visits a working day, that added up fast. The details went out over WhatsApp, then had to be rewritten by hand into a spreadsheet and reconciled at the end of each month.
“We usually send the information via Whatsapp and then We need to manually rewrite the information again in a spreadsheet.”
In their own words
The turning point
Lessons 25 to 28, taught by Vyk, showed them how to connect tools into a workflow. They tried WhatsApp Business first, but found Meta's developer tools too confusing, and switched to Telegram, which was simpler to set up. From there the design came together.
“Based on the information taught by Vyk (God bless him) in Lesson 25 to 28.”
In their own words
After
They built a workflow in Make: a Telegram bot sends each trip note to Airtable, OpenAI separates the details, the result is parsed as JSON and written back to the database. It runs once a day on working days to keep operations lean. They also learned to track down Make errors and fix them, and to shape the data the way Airtable expects.
What it lets people do
Salespeople can send a short message about each visit and trust it lands in an organised database without retyping. The database is shared with the manager, who can see the records in real time instead of waiting for month-end reconciliation.
What they learned
They learned that the simpler tool often wins: Telegram got the job done where WhatsApp Business stalled. They also found that handling errors and feeding data in the right format is as much a part of building as the idea itself.
“Telegram is more simple and easy to implement.”
In their own words
See the work
Bot gastos de representacion was built during AI Mastery.
Read the full submission
Written 17 February 2024 Submitted by the storyteller
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