WIPPY.AI

EMPOWERING INNOVATION: HOW SPIRAL SCOUT’S AI SOLUTIONS TRANSFORMED PROFESSIONAL SERVICES WORK

Client

At Spiral Scout, we specialize in leveraging advanced AI technologies to solve complex business challenges. Not only do we do this in our professional services work but we also build products for our internal team or to sell to others. We recently deployed our custom Wippy AI agent system to improve our pre-sales process, accelerate our response times and win more business.

Challenge

Our Spiral Scout pre-sales team faced multiple challenges in managing incoming leads and crafting our responses. Despite our 14 years of experience growing a professional services business from the ground up, we often had little information and ambiguous requirements, leading to delays, inaccuracies, and noticeable differences in project estimations. The process was particularly plagued by several key issues. First, ambiguous requirements made it difficult to accurately factor in client needs, often resulting in our team working with incomplete information. Additionally, optimism bias led to overestimations of our team's productivity, resulting in unrealistic timelines. To compensate for these uncertainties, we often padded estimates, adding buffers to cover unexpected costs or risks due to inadequate initial figures. Furthermore, we had to deal with complex RFPs that required extensive manual effort to process and adapt content. Finally, manual data handling, including copying and pasting from old proposals to new RFPs, created room for errors and inefficiencies.

Strategy

To address these challenges, we described and then built an AI partner that could leverage our custom AI-powered Wippy agent framework. We started with detailed requirement analysis to eliminate ambiguities and make sure that we had an accurate understanding of our needs and what other professional services business could need. Next, we used our previous knowledge base of developers estimates and time tracking reports to help us solve optimism bias or show us where red flags existed in an estimate, so that we could build more realistic timelines and manage our internal and clients expectations much better. Our improved estimation model was now built to reduce the need for padding estimates because it could build out more detailed requirements for client leads (even when it wasn’t clear up front) and using some of this written assumptions, we could ask the client if the assumptions were correct. This helped us to build more precise project cost predictions and timeline. A huge part of our team is reading RFPs and then responding to them but we automated the dissection, sumarization and adaptation of RFP content, which meant that we could now streamline the proposal generation process and reduce a ton of the previous manual effort we had to deploy to respond to an RFP. During the last step, we integrated Wippy AI agents with our existing infrastructure, that allowed us to create a higher level of efficiency for a single person or our larger team working together and also helped our team to focus on high-value and more creative tasks.

/ Wippy.ai

Solutions

Technologies

PHP
RoadRunner
Spiral Framework
Cycle ORM
Temporal
Vue.js + JS
REST API
Websockets
Docker
Centrifugo
Sentry + Buggregator
Minio
AWS (Amazon Web Services)
CI/CD with GitHub Actions
Grafana

Results

The implementation of our AI-driven solutions led to significant improvements in our pre-sales work and our lead conversions. We could now respond with a much more complete answer to leads while at the same time reducing the time it took to respond. We noticed over time that we had a 30% reduction in our presales overhead costs because we required less upfront input and the team was now using the AI system to streamline their individual and team processes, which reduced overhead. We were responding to leads in hours instead of sending them a response that took days and required 6 different people to comment on it before we felt comfortable with it leaving our email inbox. At the same time, our data accuracy improved, which we have seen has impacted positively by reducing errors and giving us more precise data handling.

Review

“Using Wippy, we have dramatically transformed our pre-sales process, which allows us to respond to client needs with unprecedented speed and accuracy. Wippy's AI-Agent-driven automation capabilities have not only streamlined our operations but also significantly built up our ability to win and manage new business efficiently.“