On Monday, Marek, the owner of a four-person solar panel installation company, sent four offers. By Friday he had only followed up with two clients; from the third he later heard that the client had been waiting to hear back. AI in small business sales won't replace that conversation, but it can help you prepare an offer from recorded arrangements and keep track of the next step.
AI in sales starts with a recorded arrangement
AI in sales helps when it has access to the facts about a specific matter. If the terms were agreed only over the phone, you need to write them down first; the model itself won't recreate them.
Marek has one enquiry spread across phone calls, email and messenger messages. He remembers the client asked about two installation options, but he didn't write down which one was chosen. Asking AI for a ready-made offer won't fix that gap. Likewise, the text "get back to me later" won't help if there's no date attached to it.
Marek creates a separate thread for each client matter. When he sends an offer, he enters the date of the next contact. In the message following the offer, he refers to what the client actually said. This is a way of working, not a feature of the model. If your team's arrangements circulate between channels, start with the rule of one place for arrangements.
One task gives the AI Assistant the material for an offer
In Task Manager, you record arrangements with a client in a task's thread, and the AI Assistant can use them to prepare an offer draft. It reads the thread's content and the files attached to it that you have access to; the task combines the description, the due date, assigned people and the conversation.
Kasia works in the Sales workspace. A workspace is a space that groups work and defines access to it. On Monday she creates the task "Offer for client Nord", sets the due date for Friday at 10:00, and sets it to high priority. In the description she records the scope, and in the conversation with the team she clarifies the terms. After 14 messages, she doesn't have to guess whether the last change concerned the price or the date.
Kasia clicks "AI Assistant" under the conversation and asks: "Where did we land with Nord? List the scope, the due date and any unanswered questions". The question switches the editor into private mode; only she sees the answer marked "FOR YOU ONLY". If the price wasn't mentioned in the thread or the attachments, she shouldn't treat the model's answer as an approved price list.
When someone moves a task's due date, the change, along with the previous date, is recorded in its thread. The card's colour shows whether the due date is today, has passed, or is still to come. So AI has the history of the matter in front of it, and you can check where an answer came from. You'll find more example questions in the plan for using AI in a small business.
The offer draft comes from the conversation, but you approve it
The AI Assistant can prepare the content of an offer based on a selected thread and compile it for download as Word, PDF or HTML. You check the scope, price and commercial terms before sending - the draft is not an approved offer.
Kasia asks: "Prepare a Word document summarising this thread: scope, the agreed date and questions to clarify". AI writes the content, and Task Manager compiles the file and shows a download button. An Excel sheet or CSV requires tabular data.
Then Kasia drafts a short email: "I'm sending the agreed scope. Could we discuss the remaining question on Thursday?". The "Polish text" feature improves the language in the editor, keeping paragraphs and lists intact. It doesn't add new facts, and you can restore the previous version. This is text editing, not a decision about what to promise the client.
The AI Assistant can also prepare the sending of an email, but it always requires your confirmation. It uses the personal inbox connected in the Mail module, available in the Pro plan; without it, it will inform you that it cannot send the message. The draft and the send button are two separate stages.
Task Manager has no sales pipeline, deal stages or revenue forecasting. If you need these, use a separate CRM; tasks in the Sales workspace can be used to keep track of arrangements and due dates, but they don't replace sales reporting.
The follow-up only tracks the due date if you set it up
You can pin a follow-up reminder to a task's due date. If you change that date, the reminder moves with it; if the date passes or you delete it, the reminder is cancelled.
Let's say Kasia sends a quote on Monday and plans the next contact for Friday at 10:00. In the task, she asks the AI Assistant: "Remind me a day before this task's due date." The reminder is only saved once you click "Yes, do it". The sentence in the AI's reply isn't enough on its own - you can check the list of saved items with the command "show my reminders". You can have up to 50 active reminders.
On Wednesday the client postpones the call to next week. Kasia changes the task's due date, and the pinned reminder follows it. If the task has no due date, the AI Assistant will suggest a plain reminder for a specific date and time.
The notification appears in the open application. If you're also counting on an email when the app is closed, the administrator needs to set up CRON - a recurring job run on the server; without it, the app will warn you while you set the reminder. A separate example of the AI Agent in action when there's no reply shows a more elaborate scenario in a thread.
In Pro, an incoming email can create a task
In the Pro variant of Task Manager, an incoming enquiry can immediately become a task with an assigned person and due date. This is made possible by the Mail and Automations modules. You set up a WHEN - IF - DO rule: what event triggers it, which emails it lets through, and what should happen then.
On Thursday, a request for a quote arrives in Kasia's inbox. The recipe might look like this: WHEN a new email arrives in the chosen inbox, IF the subject contains wycen, zapytani, DO - create a task in the Sales workspace, assign it to Kasia, and set the due date for two days from now. The comma between word fragments here means an alternative; the fragment wycen matches various forms of the word. In the task's title and description you can use the variables {{mail.temat}}, {{mail.tresc}} and {{mail.nadawca}}, which pull data from the received message.
Instead of filtering by subject, you can use the condition "AI evaluates (custom condition)" and ask whether the message is a request for a quote. The model sees, among other things, the sender, subject, a fragment of the content, and attachment names, but it doesn't look inside the files. When in doubt, it answers "no". You can combine a simple filter with an AI evaluation to limit the number of messages sent to the model. In that case, both conditions must be met.
A task created from an email is linked to the mail thread. This is a shortcut to the original correspondence, not a way of sharing it with the whole team. If you paste the email's content into the task description, that description will be seen by everyone with access to the task - so decide what you want to share with them.
Automation won't read the due date from the email's content, nor will it pick a salesperson based on it. You set the due date as +N days, and you specify the person in the recipe. Before saving, use "Test": you'll see what the rule would do for matching events, without creating tasks or sending messages. The run history also keeps the reasons for skipped emails for 30 days.
If enquiries come in through a form, also see this example of handling leads from a form. There, AI prepares a note about the enquiry; here, the rule's main job is to make sure the email gets an owner and a due date.
You pay for the licence and your own AI use, not a monthly fee per salesperson
Task Manager has a perpetual licence paid once for the chosen number of seats, with no per-user subscription. AI requires your own API key and is billed directly by the model provider you choose, with no mark-up from Task Manager.
| Sample selection | Number of people | Licence price |
|---|---|---|
| Standard Starter | up to 8 | 690 zł |
| Pro Classic | up to 20 | 3 990 zł |
Both variants include the AI Assistant for working with tasks and chats. Pro adds, among other things, Mail and Automations, needed for the email scenario; if for now you just want to write drafts and keep track of task deadlines, you can start with Standard. The comparison of Standard and Pro will help you separate these needs.
The licence price includes 12 months of updates. After that period, continued access to new versions is optional - for Pro Classic it costs 1,197 PLN. Add your own hosting and any AI usage with OpenAI, Google Gemini, Anthropic Claude or xAI Grok to the bill. The program also works without AI.
You install Task Manager on your own server; ordinary shared hosting that meets the application's requirements is enough. The application's data sits on your server, but when you ask the AI Assistant, the content of the chosen source is sent to the external model provider. When quotes contain customer data, choose your sources deliberately.
Tomorrow, start with one open quote
Tomorrow, pick one quote you're waiting on a reply for, and create a task with the date of the next contact. Add any details you already know, ask the AI Assistant for a draft message and for a reminder the day before the due date - and check that you've confirmed it was saved.
If you run a small team, want to keep the application's data on your own server, and don't want to pay a subscription per seat, see this walkthrough in the Demo.
Frequently asked questions
Will AI write an offer for me?
The AI Assistant will prepare a draft from the available content of a task's or chat's thread, and can compile it into a Word, PDF or HTML file. You check the price, scope and terms yourself before sending.
Will the AI Assistant send an email to the client on its own?
No, an email prepared by the AI Assistant always requires your confirmation. Sending uses your connected inbox in the Mail module, available in the Pro plan; a separate route is an Automations recipe, which you set up yourself and which sends email only from your own inbox.
How do I set up a follow-up so it moves along with the due date?
Ask the AI Assistant for a reminder pinned to a task's due date, for example "a day before the due date", and confirm it with the "Yes, do it" button. When you change the task's due date, the reminder will move along with it.
Can an email with an offer enquiry automatically create a task?
Yes, in the Pro variant, an Automations recipe can create a task when an email arrives that meets the set conditions. In the recipe you specify the workspace, the person and a due date of the +N days type; the program doesn't pick them from the message's content.
Will AI in sales replace my CRM?
Task Manager will not replace a CRM if you need a sales pipeline, deal stages or revenue forecasting. You can, however, manage client matters as tasks with a conversation, a responsible person and a due date in the Sales workspace.
Sources
The Task Manager Team - we write about teamwork, AI in business and keeping tasks organised, using examples from Task Manager, software installed on your own server. Task Manager has been developed by Blue Creation Group (Piotr Łącz) since 2013 and is used by organisations including Neonet, the Military University of Technology and Polpharma - read customer reviews. We check our articles against the user guide and the latest version of the software.
