More deals, zero typing: How Clockodo reclaims 7 hours a week for real customer conversations
German B2B SaaS company Clockodo faced the challenge of managing a growing volume of leads efficiently and in compliance with GDPR. With Kickscale, the team led by Chief Customer Officer Vera Keßler reduced administrative follow-up time per customer call from 30 minutes to a maximum of 10, while simultaneously creating a direct bridge between service and product development.
From 30 to 10 minutes: How Clockodo cut customer service follow-up time by 66%
Results at a glance
- 66% time saved on admin: Follow-up time dropped from 30 minutes to a maximum of 10 minutes per call.
- 100% focus on the customer: Sales and CS staff no longer need to frantically take notes during calls, allowing them to dedicate their full attention to the person they are speaking with.
- Silos successfully broken down: Product owners and UX designers use licenses to analyze unfiltered, real customer feedback directly.
- Neutral, emotion-free coaching: The integrated AI coach provides valuable performance feedback that the team highly values.
- Seamless CRM quality: Custom HubSpot properties are populated error-free in the background using tailored prompts.
The challenges before Kickscale
Before implementing Kickscale, the customer service and sales team at Clockodo relied on a classic inbound model: marketing activities continuously generated new leads who booked demos and calls via Microsoft Teams independently. However, the challenges during these customer conversations were operationally apparent.
“To be honest, our sales process before Kickscale was a bit chaotic and extremely exhausting manually. After every meeting, each employee had to laboriously write down what they had learned. Attention was always split between the customer conversation and taking notes.” -Vera Keßler, Chief Customer Officer at Clockodo
The main problems with the old way of working:
- Split attention during calls: Sales and CS staff had to listen, advise, and take manual notes simultaneously during video calls. Important customer insights were lost because their focus was divided.
- Enormous administrative follow-up effort: After every 30-minute call, employees needed about another 30 minutes to laboriously summarize the information and enter it into the HubSpot CRM. With about 20 external calls per week, this blocked valuable working hours.
- Subjective and inconsistent documentation: Every team member recorded information differently. This resulted in inconsistent data quality in the CRM, making structured analysis of customer needs or lost deals (loss analysis) impossible.
How Clockodo uses Kickscale
Today, the entire meeting workflow at Clockodo runs fully automatically. As soon as a Microsoft Teams appointment starts, the Kickscale AI Notetaker joins in:
- Fully automated recording & transcription: The conversation is precisely recorded and transcribed in the background—even subtle German dialects are recognized excellently.
- Tailored HubSpot sync: Together with Kickscale, Clockodo defined specific prompts. Immediately after the call, these extract exactly the information needed for custom HubSpot fields (e.g., specific pain points, legacy systems used, desired integrations).
- Lightning-fast validation: After the call, the sales or CS employee opens the summary and follow-up email draft generated by Kickscale, makes minimal adjustments, and synchronizes the data directly into the CRM with one click.
- Telephony integration (upcoming): In the CS team, the existing telephony software Placetel is being replaced by Aircall to ensure that pure phone calls can also be automatically captured via the Kickscale-HubSpot triangle.
- Developer & UX involvement: Product owners and UX designers also specifically access the pool of over 600 calls to let direct user feedback flow unfiltered into the product roadmap. Even developers use the tool for internal coordination meetings.
Impact and results
Drastic reduction in administrative burden
The most noticeable change is the increase in efficiency in daily work. Where employees previously had to spend half an hour laboriously writing down what was discussed after every appointment, a maximum of 10 minutes is now sufficient to review and synchronize the automatically generated data. This corresponds to a 66% time saving per call. Extrapolated to an inbound volume of 20 customer-facing calls per week, the team reclaims nearly 7 working hours per week, which are now fully invested in personal customer consulting.
Full focus on the customer
The quality of the conversations has fundamentally changed. Clockodo employees can be completely present during calls, maintain eye contact, and respond empathetically to the nuances of the customer conversation instead of frantically operating a keyboard.
Neutral coaching boosts sales performance
Initial skepticism about "surveillance" was quickly replaced by enthusiasm within the sales team. The team values the AI Sales Coach as a neutral, unbiased sparring partner.
"The sales coaching offers incredible added value. Employees receive completely neutral feedback from the platform rather than from me as their manager. This removes any emotional component and motivates the team to improve independently." -Vera Keßler, Chief Customer Officer at Clockodo
The platform provides objective feedback on talk-to-listen ratios, speaking pace, and the setting of concrete follow-up appointments (commitment). Employees analyze their scores independently every week, allowing them to continuously develop.
A new bridge from service to product
Previously, valuable customer feedback from support calls was often lost in translation on its way to the development team. Today, Clockodo’s product owners and UX designers use Kickscale as a direct research tool. They search the aggregated analyses for specific terms like "feature request" or competitor names to develop features precisely based on the customer's original voice.
"We have now expanded Kickscale to include our product owners and the UX team. When they plan a new feature, they simply ask the platform what feedback was mentioned in customer calls. This gives us a direct line to the customer's original voice without information getting lost along the way." -Vera Keßler, Chief Customer Officer at Clockodo
Enthusiasm that spreads to customers
An unexpected but extremely positive side effect: Clockodo's customers are so impressed by the quality of the follow-up reports and precise summaries that they actively ask during sales calls which tool Clockodo uses. The enthusiasm is contagious.
Why Clockodo chose Kickscale
- 100% GDPR compliance: As a German provider that heavily promotes data security itself, hosting in Europe and uncompromising data protection were extremely important to Clockodo. As a European, ISO 27001-certified company, Kickscale meets these criteria perfectly.
- The compelling overall package: Unlike the standard recording functions in MS Teams, Kickscale offers a deep combination of automated notes, direct HubSpot synchronization, and intelligent sales coaching.
- A personal partnership on equal terms: After our first meeting at a trade fair, a 20-minute live demo on a smartphone was all it took to convince us. The straightforward, agile collaboration with the Kickscale team was the deciding factor over impersonal US giants.
Kickscale features used
- AI Sales Notetaker: Automatically records, transcribes, and summarizes MS Teams calls in the background with high precision.
- Custom Prompting (HubSpot Sync): Extracts predefined parameters from conversations and seamlessly updates them in custom HubSpot fields.
- AI Sales Coach: Evaluates conversation dynamics (e.g., talk-to-listen ratios, pace, commitment) using objective scorecards for individual professional development.
- Search & Analytics: Allows product owners and UX designers to search the entire conversation pool by keyword for feature requests or customer feedback.
Ready to significantly optimize your sales processes?
Book a demo ?
Test Kickscale for free !
Kickscale is the perfect all-in-one assistant by your side. From meetings and automated data capture to valuable coaching tips and strategic analysis.
Your sales team deserves clarity instead of guessing games
With our AI revenue intelligence platform, we help innovative sales teams make better decisions and close more deals.
AI in Sales: How fonio automates HubSpot entries, follow-ups, and international sales coaching
How a growing AI telephony scale-up with an international sales team uses automated scorecards and seamless HubSpot synchronization to make sales quality visible.
How Lufthansa City Center turns 2–3-hour partner meetings into strategic market intelligence
"Just start." That is all Sebastian Pommerencke would say to anyone still hesitating.
"We can't scale 5x using Excel spreadsheets": How Octonomy improved forecasting with Kickscale after a €20M investment
"What I was missing most was a cockpit—a single point of truth for everything related to sales," recalls Frank (CRO). "I need a place where I have information about my deals."
How the Lime Connect sales team reclaimed 195 working days per year with AI
Saving 2 hours per employee each week, our 15 sales consultants spend less time on administration and more time closing deals.
How Cropster scaled global sales coaching without working 24/7
"I led the European team, which was manageable," Martin explains. "But when my US colleague left in May and I took over globally, I realized I would have to work 24 hours a day to join calls and understand how my team sells across all these time zones."
How Finmatics turned 7 years of wasted data into sales excellence
By saving 10% of time per salesperson, creating permanently searchable customer conversations, and generating cross-departmental intelligence for product, sales, and leadership teams
50% more efficiency in sales with AI
"We are much faster with follow-ups because we have everything directly in the CRM, so we spend very little time trying to remember what the customer actually said."
How finway made its sales process more efficient with AI
"Thanks to Kickscale's automated call summaries and follow-up emails, our sales team spends 60-80% less time on administrative tasks and more time actually selling."
Traditional mid-sized business meets AI: How Kern & Sohn saves over 3 hours of paperwork per travel day
Germany's oldest scale manufacturer shows how AI works in traditional field sales: Instead of spending hours typing up visit reports after work, the team led by process manager Lisa Haiß has reduced documentation time per appointment from 60 minutes to under 10. Fully GDPR-compliant and with 100% focus on the customer.
From admin chaos to maximum customer focus: Jiri Siklar's AI strategy
With automated note tracking and objective AI coaching, sales reps save massive amounts of time on CRM maintenance and continuously improve their win rates.
How Atmio eliminates 2–3 hours of post-meeting work and empowers junior sales from day one
"When I joined Atmio, I said immediately: We need Kickscale." Saskia - International Sales Manager
How Placetel’s sales team saves 1 to 2 hours per employee every day and uncovers the "story behind the numbers"
With massive time savings on CRM maintenance and automated AI coaching, Placetel’s 20+ users spend less time on documentation, have accelerated new hire onboarding by 25%, and are turning gut feelings into hard data.
ContractHero increases its closing rate using Conversation Intelligence
More precise insights into sales conversations.
