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QRKTech

Case study · Managed IT · Sales operations

Every open opportunity, scored on evidence, on schedule

A board of worker agents reviews every active sales opportunity in the PSA, one card per opportunity. Each gets a temperature based only on what its record shows. The result is written back and verified, and sales leadership gets one summary.

Client
A Minnesota managed IT services provider, about 35 people
Coworker
The pipeline crew, Sales Pipeline Review
Reports to
Sales Leadership
QRK TechDigital coworker
F

Forecast crew

Sales Pipeline Review

Department
Sales
Reports to
Sales Leadership
Shift
Scheduled runs · one card per opportunity · up to 3 workers in flight

Scoped access

  • PSA opportunitiesRead evidence
  • Closure-probability fieldWrite one field, verified
  • Work boardCards, lanes, run ledger
  • Microsoft TeamsOne summary to sales leadership

Memory

Run ledger keyed by week; every card’s evidence and outcome

QRK-SL-0004

open opportunity reviewed, one card each
Everyopen opportunity reviewed, one card each
Cold 25% · Warm 50% · Hot 75% · Closed 100%
4 levelsCold 25% · Warm 50% · Hot 75% · Closed 100%
preflight checks before a run touches anything
8preflight checks before a run touches anything
to sales leadership, with exceptions called out
1 summaryto sales leadership, with exceptions called out
§ 01The job before

What the work looked like.

Context

The PSA held a long tail of open opportunities with closure probabilities that were stale, optimistic, or never set.

Forecasting relied on memory and gut feel, because nobody had time to reread every opportunity’s history each week.

The problem

One agent working through a long chat is the wrong tool for hundreds of records. It’s slow, it can’t be resumed, and you can’t see what happened to item 147.

The job needed to be parallel and repeatable without double-writing, and auditable down to each opportunity.

§ 02The coworker

What the crew does.

  1. 01

    Preflight before anything

    Eight checks confirm access, field mappings, and statuses before the run touches a single record.

  2. 02

    One card per opportunity

    Finds every active opportunity across all opportunity types, skips closed ones, and puts each on a work board. Cards are keyed to the run, so a rerun never duplicates work.

  3. 03

    Dedicated worker lanes

    Cards go to a worker profile with its own instructions and skills. No more than three run at once, and retries are capped.

  4. 04

    Score on evidence only

    Each worker reads the opportunity’s own record and picks the lowest temperature the evidence supports. An internal quote approval doesn’t count as a customer win.

  5. 05

    Write one field, then verify it

    Sets the closure-probability field and reads it back. Nothing else on the record changes.

  6. 06

    Summarize once

    A summary card waits for every other card, then reports the distribution and the exceptions in one Teams message.

§ 03Walkthrough

What one card produces

Each card ends in a single, auditable line. This one is illustrative.
  1. Evidence

    Customer asked for a revised quote two weeks ago. There’s no decision-maker sign-off and no PO.

  2. Rule

    Interest plus active revision supports Warm. Nothing in the record supports Hot.

  3. Write

    Closure probability set to 50%.

  4. Verify

    Field read back as 50%. Card marked done.

  5. Ledger

    Warm | 50% | Revised quote requested; no sign-off or PO on record.

§ 04Under the hood

How the work flows.

The same platform runs every QRK coworker. For how each layer works, take the platform tour.
  1. 01

    Preflight

    Eight checks: access, field map, statuses

  2. 02

    Discover

    Every active opportunity across types

  3. 03

    Board

    One card per opportunity, keyed to the run

  4. 04

    Work

    Dedicated worker lanes, three in flight

  5. 05

    Verify

    Each write read back before a card closes

  6. 06

    Summarize

    One message, with the exceptions listed

§ 05Guardrails

What keeps it in its lane.

These aren’t suggestions in a prompt. They’re built into the role, the tools, and the procedure.
  • Writes exactly one field, closure probability, and verifies it after every write.
  • Picks the lowest temperature the evidence supports. Optimism needs evidence.
  • Run keys make the job safe to repeat. An interrupted run picks up where it stopped.
  • Ambiguous cases become exceptions for a person to review instead of guesses.
§ 06Results

What changed, and what we learned.

Outcomes

  • Forecasts start each cycle from a consistent, evidence-based baseline.
  • Stale opportunities get noticed instead of lingering at 75% forever.
  • Sales leadership reads one message instead of fifty records.

Lessons

  • Big batches need a board, not a long chat. Durable cards survive interruptions and show exactly what happened to every item.
  • Make the whole run safe to repeat. Keyed cards turn “did it finish?” into a question you can look up.

Go deeper

More case studies

Next step

Have a job with hundreds of items?

We’ll sit down with the people who do it, map the steps, and put a number on the time. If a digital coworker is the right tool, you’ll know what it would return before you commit. If it isn’t, we’ll say so.

Start a conversationor email hello@qrktech.com