Services for Businesses
Workflow Automation
Automating routine tasks to save your team time, allowing them to focus on what really matters.Workflow Design
Optimizing processes for greater efficiency. We look for bottlenecks and create improvements.Data & Systems Integration
Securely, automatically and continuously moving data between databases or systems for seamless transitions and syncs.AI Tools for Teams
Integrating AI to enhance your team's capabilities and increase their capacity.Training Content for Teams
Educating your team to use their new systems effectively and intelligently.
Integrations for Product Teams
Seamlessly connect your app to popular automation platforms, boosting user retention while reducing churn.
We'll support this integration with clear tutorials that empower customers to solve problems on their own, freeing your team from routine support requests.
Xray Blog
When it comes to integrating AI into your operations, the hardest question isn’t whether or not you should adopt this game-changing technology. You already know that AI can help your company to save time and amplify output.
The tricky part is knowing where to start.
How do you take your AI use from sporadic ChatGPT conversations to scalable processes? It’s actually easier than you may think.
In this guide, we’re going to share the best approach to adopting AI at your organization. We’ll also give you 5 examples of AI-supported workflows you can implement at your company today.
Strategic AI implementation: avoiding the common trap
For many companies, the temptation is to immediately go big with AI – to build something like an AI agent that replaces an entire department.
But frankly, this is the wrong move.
At XRay, we’ve built AI workflows for fortune 500 companies and small businesses alike, and what we’ve learned is that the best AI transformations don’t start with moonshots. They start by supporting everyday workflows – the kind of workflows that cost lots of time and attention, and don’t scale well on their own.
Give the weakest, most repetitive and tedious parts of your workflows a boost with AI, and you’ll instantly be able to do more with less wasted effort.
The exact workflows you prioritize will of course depend on your specific circumstances, but there are some common use cases that suit just about any organization. Let’s look at five widely applicable, high-leverage workflows where AI can deliver value immediately without reinventing your entire business.
Lead qualification and routing
First, let’s start at the top of your sales funnel.
One of the easiest and most effective ways to use AI is to have it evaluate and qualify your leads.
For sales and marketing teams, there are few things more frustrating than wasting time on poor-fit leads. But manually researching every inbound contact is a time-consuming task in its own right, and often isn’t feasible or efficient for smaller sales teams.
Instead, you can use AI tools to analyze each incoming lead and qualify them based on any criteria you’d like - like company size, job title, or how well the needs listed in their message align with your company’s services.
That’s the beauty of using AI for a task like this. It’s not just taking data in and spitting it out programmatically. It can analyze and interpret to arrive at a valuable subjective conclusion.
With intelligent categorization, your sales reps can focus more of their time on the leads that are most likely to convert. You’ll see faster response times and improved conversion rates, and your sales team won’t need to spend any extra time researching each lead manually.
Low-code tools for AI lead qualification
If you’re wondering about the nuts and bolts of implementing a process like this, here’s what an AI workflow for lead qualification might look like:
Whenever a new lead is logged in your CRM, automation software like Zapier or Make sends the details to an AI tool like Claude or OpenAI.
The prompt asks the AI to evaluate the lead based on your criteria, and choose a quality rating.
The automation then finishes up by updating the lead’s score in your CRM, and can send an alert to your sales team in Slack or via email.
This is just one hypothetical way to set up the workflow; there are dozens of other tools you could use to get the job done just as well, and there’s a good chance your CRM has some built-in AI features that you could employ to similar effect. For instance, Airtable would also be an ideal platform for building a system like this.
If you’re curious about implementing this AI workflow, or any of the other workflows mentioned in this post, just schedule a free 15-minute consultation to discuss your options with a solutions engineer.
Automatic meeting summaries and action items
Next, let’s talk about using AI to summarize your meetings and generate action items. This is a very common use case, and one that you’ve probably heard mentioned before. But it comes up a lot because it’s genuinely a great use of AI, and it’s easy to get started with.
Your team’s meetings are a valuable source of information. Meetings are where decisions get made…and forgotten.
Everyone’s been in those Zoom calls where everyone nods and agrees that’s a great idea and we should totally do that, but nobody actually makes the tasks and documentation to keep the ball rolling.
Those good ideas and decisions just fall by the wayside as more immediate priorities take over everyone’s attention.
With AI, you can transcribe every remote meeting, identify each individual participant, and extract action items in real-time.
These automatic notes create clearer accountability for everyone and make it much easier to follow up on key action items or questions raised at each meeting.
At XRay, we use a system like this to pre-populate notes for our weekly all-hands meeting, automatically retrieving a summary of last week’s progress and this week’s plans.
This makes it so everyone can just show up to the meeting with notes already prepared, and can focus their time listening to each other’s updates instead of hastily drafting their own. It ensures that action items stay top of mind instead of being mentioned once and then forgotten.
As a bonus tip, you can use no-code automation providers like Make or Zapier to push those summaries into your task manager, CRM, or a shared company wiki.
Low-code tools for AI meeting summaries
There are a lot of tools you can use to build a system like this. If you’re already holding meetings with software like Zoom, you can use their built-in AI tools to create transcriptions and action items.
There are also standalone apps like Otter.ai that can accomplish the same thing. At XRay, we use a combination of Zoom, Airtable, Claude, OpenAI, and Slack to capture all of our meetings and record relevant notes in our CRM, task management, and all-hands docs.
Automatic content generation and repurposing
Nearly every company with an online presence generates a massive amount of content each year.
Your team’s likely poured countless hours into drafting website pages, blogs, case studies, and more – all to tell the story of your company and get seen online.
After spending so much time writing all of this material, it can feel like an obnoxious waste of time to say the same things all over again for every new LinkedIn post and every new blurb of content on your site.
This is an area where AI really shines. You can create a custom GPT in OpenAI or a project in Claude and upload everything you’ve written to date. If you’ve got a style guide or something similar, be sure to include that, too.
Then, you can give the AI some custom instructions and have it generate new content that's in your brand’s voice and informed by all the material you’ve already written.
You can have it remix your existing content into new social media posts and blogs, or have it suggest relevant topics that you haven’t covered yet.
It’s always a good idea to review its output carefully, of course, but editing an AI-drafted post is still ten times faster than writing it from scratch. You’ll be able to increase your output, cover a wider range of topics on your blog, craft variations on existing content tailored to niche audiences and more.
It will still take skilled writers and editors to turn the raw material into high quality pieces that meet your standards, but AI can reliably produce an excellent starting point.
Additionally. of all the workflows covered in this guide, this one’s likely the easiest to get started with. All you have to do is export your blogs from your CMS, jump into ChatGPT or Claude, and upload your data.
Customer Support Triage and Drafting
Next, let’s explore how you can use AI to help your customer support team.
When a customer is experiencing a problem, their top priority is to get it solved as fast as possible. Hours and minutes count here. Even a brief delay can lead to unhappy customers and poor ratings.
But your agents are busy. They’ve got their hands full reading each incoming request, identifying the issue, routing the ticket to the right team, and rewriting repetitive replies.
With AI, you can give your customer support team a much-needed boost. Just like with your CRM, AI tools can analyze incoming tickets from customers and intelligently classify each request.
AI can route tickets to the correct agents, and even draft responses to save time. If you provide it with the right documentation, its answers will likely be accurate and helpful enough for the vast majority of common problems. As a result, your customers will have their issues resolved faster, and your support agents will have more time to devote to customers with unique, complex problems.
Augmenting your support team with AI like this will lead to higher customer satisfaction, faster response times, and much less burnout for your agents.
Low-code tools for AI customer support
Like with every AI solution we’ve shared in this post, the potential tooling for customer support is flexible.
Popular apps like Zendesk, Aida AI, and Intercom have some powerful built-in features that can accomplish all of this. You can explore each of these to see which is the best fit for your organization.
Internal reporting and dashboards
Finally, let’s take a look at how AI can assist you in creating reports and dashboards for your team.
Creating regular reports is essential, but generating and distributing those reports is often time-consuming. Your analysts have to copy and paste data from a dozen different tools into slide presentations, and the whole process is prone to error and misinterpretation.
Instead, you can delegate the task of assembling reports to AI.
An AI assistant can review your data to summarize KPIs, detect anomalies, and narrate trends from existing data sources and dashboards.
Your team is already logging crucial data every day regarding finances, site traffic, lead tracking, and more. There’s no need for them to have to enter it again just to create a report.
Let them reclaim their time for higher value work, and have the AI look for the trends and insights that people would miss.
Low-code tools for AI-powered reporting
One way to build an AI workflow like this would be to create an automation in Zapier or Make that sends a weekly prompt to OpenAI asking it to review the latest data and draft a summary.
You can then email the report to any key stakeholders who need to see it, and create an archived copy in Notion or Google Drive for future reference.
Of course, human insight is still invaluable when reviewing your company’s stats and performance. But one of the benefits of AI is that it can act as a more neutral observer, making discoveries that you never would have thought to look for.
Leverage complex tech with a simple idea
Generative AI is a revolutionary technology, but you don't need a revolutionary idea to start using it. All you need to do is target workflows that are repetitive, time-consuming, and critical to your team’s performance.
Start where the pain is. Start where the time leaks. Then use AI to patch, streamline, and accelerate the process. And if you’re not sure where to begin, reach out to XRay.Tech for a workflow audit. We’ll identify your highest ROI use cases so you can embed AI where it matters most.
Looking for short-term support or collaboration on your low-code project? With LowCodeEngineers, you can learn and build with vetted experts on a flexible hourly basis.
Learn more about LowCodeEngineersNot sure where to start?
Case Studies
CCAHA needed a streamlined and efficient project management system tailored to their unique workflows. Their goal was to replace an outdated, inefficient system with a modern, user-friendly solution that improved data accuracy, enhanced tracking, and increased collaboration across departments.
See the ROIXray Blog
When it comes to integrating AI into your operations, the hardest question isn’t whether or not you should adopt this game-changing technology. You already know that AI can help your company to save time and amplify output.
The tricky part is knowing where to start.
How do you take your AI use from sporadic ChatGPT conversations to scalable processes? It’s actually easier than you may think.
In this guide, we’re going to share the best approach to adopting AI at your organization. We’ll also give you 5 examples of AI-supported workflows you can implement at your company today.
Strategic AI implementation: avoiding the common trap
For many companies, the temptation is to immediately go big with AI – to build something like an AI agent that replaces an entire department.
But frankly, this is the wrong move.
At XRay, we’ve built AI workflows for fortune 500 companies and small businesses alike, and what we’ve learned is that the best AI transformations don’t start with moonshots. They start by supporting everyday workflows – the kind of workflows that cost lots of time and attention, and don’t scale well on their own.
Give the weakest, most repetitive and tedious parts of your workflows a boost with AI, and you’ll instantly be able to do more with less wasted effort.
The exact workflows you prioritize will of course depend on your specific circumstances, but there are some common use cases that suit just about any organization. Let’s look at five widely applicable, high-leverage workflows where AI can deliver value immediately without reinventing your entire business.
Lead qualification and routing
First, let’s start at the top of your sales funnel.
One of the easiest and most effective ways to use AI is to have it evaluate and qualify your leads.
For sales and marketing teams, there are few things more frustrating than wasting time on poor-fit leads. But manually researching every inbound contact is a time-consuming task in its own right, and often isn’t feasible or efficient for smaller sales teams.
Instead, you can use AI tools to analyze each incoming lead and qualify them based on any criteria you’d like - like company size, job title, or how well the needs listed in their message align with your company’s services.
That’s the beauty of using AI for a task like this. It’s not just taking data in and spitting it out programmatically. It can analyze and interpret to arrive at a valuable subjective conclusion.
With intelligent categorization, your sales reps can focus more of their time on the leads that are most likely to convert. You’ll see faster response times and improved conversion rates, and your sales team won’t need to spend any extra time researching each lead manually.
Low-code tools for AI lead qualification
If you’re wondering about the nuts and bolts of implementing a process like this, here’s what an AI workflow for lead qualification might look like:
Whenever a new lead is logged in your CRM, automation software like Zapier or Make sends the details to an AI tool like Claude or OpenAI.
The prompt asks the AI to evaluate the lead based on your criteria, and choose a quality rating.
The automation then finishes up by updating the lead’s score in your CRM, and can send an alert to your sales team in Slack or via email.
This is just one hypothetical way to set up the workflow; there are dozens of other tools you could use to get the job done just as well, and there’s a good chance your CRM has some built-in AI features that you could employ to similar effect. For instance, Airtable would also be an ideal platform for building a system like this.
If you’re curious about implementing this AI workflow, or any of the other workflows mentioned in this post, just schedule a free 15-minute consultation to discuss your options with a solutions engineer.
Automatic meeting summaries and action items
Next, let’s talk about using AI to summarize your meetings and generate action items. This is a very common use case, and one that you’ve probably heard mentioned before. But it comes up a lot because it’s genuinely a great use of AI, and it’s easy to get started with.
Your team’s meetings are a valuable source of information. Meetings are where decisions get made…and forgotten.
Everyone’s been in those Zoom calls where everyone nods and agrees that’s a great idea and we should totally do that, but nobody actually makes the tasks and documentation to keep the ball rolling.
Those good ideas and decisions just fall by the wayside as more immediate priorities take over everyone’s attention.
With AI, you can transcribe every remote meeting, identify each individual participant, and extract action items in real-time.
These automatic notes create clearer accountability for everyone and make it much easier to follow up on key action items or questions raised at each meeting.
At XRay, we use a system like this to pre-populate notes for our weekly all-hands meeting, automatically retrieving a summary of last week’s progress and this week’s plans.
This makes it so everyone can just show up to the meeting with notes already prepared, and can focus their time listening to each other’s updates instead of hastily drafting their own. It ensures that action items stay top of mind instead of being mentioned once and then forgotten.
As a bonus tip, you can use no-code automation providers like Make or Zapier to push those summaries into your task manager, CRM, or a shared company wiki.
Low-code tools for AI meeting summaries
There are a lot of tools you can use to build a system like this. If you’re already holding meetings with software like Zoom, you can use their built-in AI tools to create transcriptions and action items.
There are also standalone apps like Otter.ai that can accomplish the same thing. At XRay, we use a combination of Zoom, Airtable, Claude, OpenAI, and Slack to capture all of our meetings and record relevant notes in our CRM, task management, and all-hands docs.
Automatic content generation and repurposing
Nearly every company with an online presence generates a massive amount of content each year.
Your team’s likely poured countless hours into drafting website pages, blogs, case studies, and more – all to tell the story of your company and get seen online.
After spending so much time writing all of this material, it can feel like an obnoxious waste of time to say the same things all over again for every new LinkedIn post and every new blurb of content on your site.
This is an area where AI really shines. You can create a custom GPT in OpenAI or a project in Claude and upload everything you’ve written to date. If you’ve got a style guide or something similar, be sure to include that, too.
Then, you can give the AI some custom instructions and have it generate new content that's in your brand’s voice and informed by all the material you’ve already written.
You can have it remix your existing content into new social media posts and blogs, or have it suggest relevant topics that you haven’t covered yet.
It’s always a good idea to review its output carefully, of course, but editing an AI-drafted post is still ten times faster than writing it from scratch. You’ll be able to increase your output, cover a wider range of topics on your blog, craft variations on existing content tailored to niche audiences and more.
It will still take skilled writers and editors to turn the raw material into high quality pieces that meet your standards, but AI can reliably produce an excellent starting point.
Additionally. of all the workflows covered in this guide, this one’s likely the easiest to get started with. All you have to do is export your blogs from your CMS, jump into ChatGPT or Claude, and upload your data.
Customer Support Triage and Drafting
Next, let’s explore how you can use AI to help your customer support team.
When a customer is experiencing a problem, their top priority is to get it solved as fast as possible. Hours and minutes count here. Even a brief delay can lead to unhappy customers and poor ratings.
But your agents are busy. They’ve got their hands full reading each incoming request, identifying the issue, routing the ticket to the right team, and rewriting repetitive replies.
With AI, you can give your customer support team a much-needed boost. Just like with your CRM, AI tools can analyze incoming tickets from customers and intelligently classify each request.
AI can route tickets to the correct agents, and even draft responses to save time. If you provide it with the right documentation, its answers will likely be accurate and helpful enough for the vast majority of common problems. As a result, your customers will have their issues resolved faster, and your support agents will have more time to devote to customers with unique, complex problems.
Augmenting your support team with AI like this will lead to higher customer satisfaction, faster response times, and much less burnout for your agents.
Low-code tools for AI customer support
Like with every AI solution we’ve shared in this post, the potential tooling for customer support is flexible.
Popular apps like Zendesk, Aida AI, and Intercom have some powerful built-in features that can accomplish all of this. You can explore each of these to see which is the best fit for your organization.
Internal reporting and dashboards
Finally, let’s take a look at how AI can assist you in creating reports and dashboards for your team.
Creating regular reports is essential, but generating and distributing those reports is often time-consuming. Your analysts have to copy and paste data from a dozen different tools into slide presentations, and the whole process is prone to error and misinterpretation.
Instead, you can delegate the task of assembling reports to AI.
An AI assistant can review your data to summarize KPIs, detect anomalies, and narrate trends from existing data sources and dashboards.
Your team is already logging crucial data every day regarding finances, site traffic, lead tracking, and more. There’s no need for them to have to enter it again just to create a report.
Let them reclaim their time for higher value work, and have the AI look for the trends and insights that people would miss.
Low-code tools for AI-powered reporting
One way to build an AI workflow like this would be to create an automation in Zapier or Make that sends a weekly prompt to OpenAI asking it to review the latest data and draft a summary.
You can then email the report to any key stakeholders who need to see it, and create an archived copy in Notion or Google Drive for future reference.
Of course, human insight is still invaluable when reviewing your company’s stats and performance. But one of the benefits of AI is that it can act as a more neutral observer, making discoveries that you never would have thought to look for.
Leverage complex tech with a simple idea
Generative AI is a revolutionary technology, but you don't need a revolutionary idea to start using it. All you need to do is target workflows that are repetitive, time-consuming, and critical to your team’s performance.
Start where the pain is. Start where the time leaks. Then use AI to patch, streamline, and accelerate the process. And if you’re not sure where to begin, reach out to XRay.Tech for a workflow audit. We’ll identify your highest ROI use cases so you can embed AI where it matters most.
