Synopsis
A business coach working with a high-velocity prospecting model wanted to simplify their process of capturing new leads. Instead of manually typing notes after a meeting, they now record a voice message about a recent encounter. Using their existing ChatGPT Plus subscription, we created a custom GPT action which extracts the key data points (name, email, goals, next step etc.), converts it into code and sends it via Zoho Flow to Zoho CRM, where a new Lead is created and a follow-up Task is scheduled automatically. The coach now has zero extra admin overhead and can focus on coaching.
The Challenge
After each discovery conversation or networking event, the coach was recording voice memos but then had to manually transcribe them into the CRM.
They were missing key data points (e.g., prospect goals, timeframe, obstacles) because it was tedious to type while on the go.
Creating the lead in Zoho CRM and then setting up the correct follow-up task (with correct due date, reminder and next step) was an extra step they often postponed.
The coach needed something simple, mobile-friendly, and automated – they didn’t have time or resources for heavy development or multiple systems.
Technology Used
ChatGPT Plus custom GPT action (to parse voice transcript and generate JSON/Zoho Flow payload)
Zoho Flow (to receive the processed data and send it into Zoho CRM)
Zoho CRM (Leads module + Tasks module)
A simple mobile voice-recording app (native on phone)
(Optional) A transcription service or API to convert voice note to text, if required.
If you’re running a small business, you’ve likely come across Zoho CRM, maybe in a LinkedIn post, a friend’s recommendation, or while looking for a better way to manage leads. So, is it a good fit?
In most cases: yes if it’s set up properly.
Why We Recommend Zoho CRM for Small Teams
At Nexus Improvement, we support businesses of all sizes, including many with just a few team members. Zoho CRM works because it’s:
- Affordable – 47 Euro per user per month
- Customisable – adapt it to your unique sales process
- Powerful – automation, reminders, lead scoring, and more
- Integrated – part of Zoho One, with 40+ connected business tools
You get a lot of flexibility, but that’s also the challenge.
Some Problems Faced by New Zoho CRM Users
We often see businesses give up early, not because Zoho isn’t capable, but because the setup lacked structure.
Common issues include:
- No clear sales process before building
- Copying another company’s setup that doesn’t quite fit
- Using too many features too soon
- Team confusion due to lack of training
These are all fixable, and once sorted, Zoho CRM becomes a daily asset that saves time and brings clarity.
Is Zoho CRM Right for You?
It’s likely a good fit if:
- You want to manage leads more effectively
- You’re ready to build or improve your sales process
- You need better visibility and accountability
- You’d benefit from automation
It’s especially valuable if you’re moving away from spreadsheets, working as a small team, or already using Zoho apps like Books or Campaigns.
Start the Right Way
A smart setup can make all the difference. Start by:
- Mapping your pipeline
- Keeping fields simple
- Focusing on what you want the CRM to do
We’ve created a free CRM Setup Checklist to help you get started, covering pipeline planning, field selection, and common pitfalls.
[Download the checklist here]
And if you’d rather skip the trial and error, our CRM QuickStart Course walks you through the entire setup in under a week, videos, templates, and expert guidance included.
[Learn more about the CRM QuickStart Course]
Final Thoughts
Zoho CRM is an excellent choice for small businesses, but only if it’s set up with purpose. With a bit of planning, it becomes a powerful system that supports your growth every day.
Need help? That’s what we’re here for.
[Book a call with Ashley]€
About The Implementation
Voice Note to ChatGPT
The coach records a short voice note on their phone immediately after meeting a new prospect: summarising name, contact details, goals, pain-points and agreed next step.
That note is then either transcribed (via built-in phone voice-to-text or a light API) and sent, along with a standard prompt, to the custom GPT action (via ChatGPT Plus).
The prompt asks ChatGPT to identify the following fields:
Prospect Name
Email Address
Telephone (if provided)
Company (if relevant)
Prospect Goal / Outcome they seek
Timescale they mentioned
Key Obstacle(s)
Proposed Next Step
ChatGPT returns a consistent JSON-formatted object (or Zoho Flow payload) ready for ingestion.
Zoho Flow Automation
A Flow is configured to catch the outgoing GPT-action webhook (or via an email trigger or incoming API). The flow then:
Checks if a Lead with the same email already exists in Zoho CRM. If yes, updates the existing record; if no, creates a new Lead.
Using the data from the JSON, populates the Lead fields (Name, Email, Company, Goal, Timescale, Obstacle).
Immediately creates a Task for the coach: e.g., “Follow up with [Name] – send proposal” with a due date set according to the “Timescale” field (e.g., 3 days after note).
Optionally sends an email or mobile notification to the coach confirming the new lead and task have been created.
(Optional) Sets a follow-up reminder record if the “Timescale” indicates a longer nurture period.
Simplicity First
Because the coach already uses ChatGPT Plus, no additional AI licensing was required. The voice-note → transcription → GPT action → Zoho Flow chain is lightweight, requires minimal new tools, and sits within the tools the coach already uses.
The entire process takes under 30 seconds from recording to CRM entry – which means no friction, no backlog of leads waiting to be typed, and no missed opportunities.
The Results
The coach now captures 100% of new prospect interactions: voice note on the go translates into live CRM lead + follow-up task.
Lead creation and task scheduling is automated, eliminating manual data entry and reducing administrative drag.
The coach can focus on the content of the conversation rather than copying details into the CRM later.
Because the follow-up task is created immediately, the coach is far more consistent with outreach – leading to higher connection and conversion rates.
The lightweight solution is affordable, maintainable and easily adjusted for future changes (e.g., adding more fields, integrating with voicemail system or mobile app).
Takeaways
Even for solopreneurs or small coaching firms, combining AI (ChatGPT) with process-automation (Zoho Flow) unlocks productivity gains that previously required large budgets.
Voice-to-CRM is a powerful pattern for anyone capturing prospects on the move – meetings, networking events, mobile recording.
The key is simplicity: use tools your users already have, keep the workflow short, and ensure the automation just “works” without margins for error.
Don’t let the “tech” overshadow your value: the automation serves you, so you can spend more time coaching, building relationships and delivering outcomes – not doing admin.
Looking for ways to automate your own bookings or customer processes? Explore our Zoho Setup Services or Zoho Support Plans.