AI SALES ASSISTANT · AI営業アシスタント

Japanese sales teams spending 30-45 minutes per client meeting manually writing a 議事録 (meeting minutes), updating the CRM, and drafting the formal follow-up email could recover that time for every meeting with an AI meeting assistant that handles all three tasks in under 3 minutes

AIが議事録、CRM更新、フォローアップメールを3分以内に完了します。 Japanese B2B sales teams operate under a professional standard that requires formal documentation after every client meeting. The 議事録 is not optional — it is a record of what was discussed, what was agreed, and what comes next, and it is expected by the client as much as by the sales manager. The challenge is that writing a high-quality 議事録 in formal Japanese, updating the CRM, and drafting a keigo follow-up email after every meeting consumes 30-45 minutes of post-meeting time per conversation. AI meeting assistants with Japanese transcription capability — ACES Meet, Fireflies.ai in Japanese mode — have reduced that to under 3 minutes for the teams that have deployed them. The quality of the output is consistent because the AI is trained on the firm's own formal Japanese templates.

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/ This is for you if

Who This Is For

Japanese IT and software companies that conduct multiple client meetings per week and require a formal 議事録 after every one. These businesses have CRM systems — Salesforce Einstein or HubSpot — and are evaluating or have partially deployed AI call tools but have not yet automated the full post-meeting workflow. The gap is the 30-45 minutes of manual post-meeting admin that follows each client interaction: the AI meeting assistant closes this gap by transcribing the meeting in Japanese, generating the 議事録, drafting the keigo follow-up email, and updating the CRM in under 3 minutes.

Japanese real estate companies managing high volumes of property inquiries from SUUMO and At Home portals, where inquiry response time and the quality of the formal Japanese response are both competitive differentiators. An AI chatbot trained on current property inventory and formal Japanese response templates responds to portal inquiries immediately, with property details and a viewing booking link, in the formal Japanese register expected by the prospect.

Consulting firms, accountancies, and law firms using AI-assisted formal Japanese email drafts for client follow-up and proposal delivery. These businesses communicate with clients in high-register keigo and have established formal communication templates. An AI writing assistant trained on these templates drafts the follow-up email for the rep to review and send, reducing the 15-minute drafting task to a 2-minute review and approve task.

Japanese e-commerce businesses selling on Rakuten or their own EC sites, using AI product recommendation and inquiry response automation to handle pre-purchase questions at scale. These businesses receive high volumes of product inquiries requiring accurate, formally written responses. An AI support and sales assistant trained on the product catalogue responds to inquiries immediately in formal Japanese, with relevant product recommendations and a clear call to purchase.

/ What's broken

What's Broken

議事録 writing and CRM update taking 30-45 minutes after every meeting

Japanese sales teams writing formal meeting minutes after every client interaction as a professional obligation are spending a significant portion of their working day on documentation rather than client-facing activity. A sales rep conducting four client meetings per day is spending up to three hours on post-meeting admin. AI meeting assistants with Japanese transcription capability — ACES Meet, Fireflies.ai in Japanese mode — transcribe and summarise the meeting in Japanese, draft the follow-up email in keigo, and create the CRM note. The full post-meeting workflow takes under 3 minutes with AI assistance. The AI does not replace the rep's review — the rep checks and approves before sending — but it eliminates the drafting time entirely.

Formal keigo responses written from scratch for every inquiry

Japanese businesses where sales staff manually compose formal Japanese email responses to every inquiry are creating an unnecessary bottleneck. The keigo register — the level of formality required — varies by client relationship and seniority, and getting it wrong has reputational consequences. An AI writing assistant trained on the firm's formal Japanese communication templates drafts the keigo response for the rep to review and send, reducing drafting time from 15 minutes to 2 minutes per response. The AI applies the correct keigo level based on the client context. The rep's role shifts from drafting to approving.

SUUMO and At Home portal inquiries not responded to fast enough

Japanese real estate businesses receiving property inquiries from SUUMO and At Home portals with a 24-48 hour manual response time are losing prospects to faster-responding competitors. In the Japanese residential and commercial property market, prompt and accurate inquiry response is a significant conversion factor. An AI chatbot trained on current property inventory responds to portal inquiry emails in formal Japanese within minutes, with property details and a viewing booking link. The chatbot matches the inquiry to available properties and provides relevant alternatives when the specific property is no longer available.

紹介 (referral) lead follow-up not systematised

Japanese businesses where referral leads are passed informally — by phone, by LINE message, or through a mutual contact — and the follow-up timing and message depend entirely on the receiving sales rep's memory and initiative are losing referral conversions to inconsistency. A referral lead in the Japanese business context carries implicit social obligation: the referring party expects the recipient to follow up promptly and professionally, and the lead expects to be treated with the deference appropriate to a referred introduction. A structured AI-assisted 紹介 follow-up sequence in formal keigo, sent at defined intervals with the referrer's name referenced appropriately, demonstrates the professionalism expected and captures leads that would otherwise go cold due to delayed or informal follow-up.

/ What we engineer

What We Do

Each workstream is built by the team that audits it, and wired into the rest of your growth system.

AI sales assistants for Japanese B2B teams

We build AI sales assistants for Japanese B2B sales teams that automate the post-meeting documentation workflow, qualify inbound inquiries in formal Japanese, and systematise referral lead follow-up.

Post-meeting automation

The first layer is post-meeting automation. We connect your AI meeting tool — ACES Meet or Fireflies.ai in Japanese mode — to your Salesforce or HubSpot CRM. After every client meeting, the AI generates a structured 議事録 in formal Japanese, updates the CRM deal record, and drafts the keigo follow-up email for the rep to review. The rep approves and sends. The full post-meeting workflow takes under 3 minutes.

Formal inquiry response

The second layer is formal inquiry response. We build an AI writing assistant trained on your firm's highest-quality formal Japanese communication templates. When an inquiry arrives, the AI drafts the keigo response appropriate to the client relationship and inquiry type. The rep reviews, adjusts if needed, and sends. Drafting time drops from 15 minutes to 2 minutes per response.

Portal inquiry automation

The third layer is portal inquiry automation. For Japanese real estate and property businesses, we build an AI chatbot trained on your current property inventory and formal Japanese inquiry handling templates. The chatbot responds to SUUMO and At Home inquiry emails in formal Japanese within minutes, with property details and a viewing booking link. Property availability is updated from your inventory system so the chatbot never recommends properties that are no longer available.

Referral lead systematisation

The fourth layer is referral lead systematisation. We build a structured 紹介 follow-up sequence in formal keigo, configured to send at defined intervals after a referral is received, with the referrer's name and the context of the introduction referenced in each message. The sequence runs automatically, with the rep notified to review each message before it sends.

Keigo standard review

Throughout the build, we work with a Japanese-speaking team member or your appointed contact to ensure that all AI-generated Japanese content meets the keigo standard appropriate to your client relationships. Content quality is reviewed and approved before deployment.

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/ What changes

What Changes

Before
After
BeforeJapanese sales teams writing formal meeting minutes after every client interaction as a professional obligation are spending a significant portion of their working day on documentation rather than client-facing activity. A sales rep conducting four client meetings per day is spending up to three hours on post-meeting admin. AI meeting assistants with Japanese transcription capability — ACES Meet, Fireflies.ai in Japanese mode — transcribe and summarise the meeting in Japanese, draft the follow-up email in keigo, and create the CRM note. The full post-meeting workflow takes under 3 minutes with AI assistance. The AI does not replace the rep's review — the rep checks and approves before sending — but it eliminates the drafting time entirely.
AfterPost-meeting admin time drops from 30-45 minutes to under 3 minutes per meeting. Reps conducting four meetings per day recover up to 2.5 hours of productive time. That time returns to client-facing activity and pipeline development.
BeforeJapanese businesses where sales staff manually compose formal Japanese email responses to every inquiry are creating an unnecessary bottleneck. The keigo register — the level of formality required — varies by client relationship and seniority, and getting it wrong has reputational consequences. An AI writing assistant trained on the firm's formal Japanese communication templates drafts the keigo response for the rep to review and send, reducing drafting time from 15 minutes to 2 minutes per response. The AI applies the correct keigo level based on the client context. The rep's role shifts from drafting to approving.
AfterKeigo quality is consistent across the entire team. AI-generated formal Japanese responses are drafted from the firm's highest-quality templates. New staff and experienced staff produce responses of equivalent formal quality.
BeforeJapanese real estate businesses receiving property inquiries from SUUMO and At Home portals with a 24-48 hour manual response time are losing prospects to faster-responding competitors. In the Japanese residential and commercial property market, prompt and accurate inquiry response is a significant conversion factor. An AI chatbot trained on current property inventory responds to portal inquiry emails in formal Japanese within minutes, with property details and a viewing booking link. The chatbot matches the inquiry to available properties and provides relevant alternatives when the specific property is no longer available.
AfterPortal inquiry response time drops from 24-48 hours to under 3 minutes. SUUMO and At Home inquiries receive an immediate, accurate, formally written response with property details and a viewing booking link.
BeforeJapanese businesses where referral leads are passed informally — by phone, by LINE message, or through a mutual contact — and the follow-up timing and message depend entirely on the receiving sales rep's memory and initiative are losing referral conversions to inconsistency. A referral lead in the Japanese business context carries implicit social obligation: the referring party expects the recipient to follow up promptly and professionally, and the lead expects to be treated with the deference appropriate to a referred introduction. A structured AI-assisted 紹介 follow-up sequence in formal keigo, sent at defined intervals with the referrer's name referenced appropriately, demonstrates the professionalism expected and captures leads that would otherwise go cold due to delayed or informal follow-up.
AfterReferral leads receive a prompt, professionally structured follow-up. Every 紹介 lead receives a keigo follow-up sequence at defined intervals, regardless of how busy the receiving rep is. Referral conversions improve because the follow-up process is no longer dependent on individual rep initiative.

/ How it works

Process

  1. AI Sales Diagnostic Week 1

    We map your current sales workflow: post-meeting documentation process, CRM structure, inquiry handling channels, referral lead management, and the keigo standards your team applies to different client relationships. We identify the three highest-value automation points for your team.

  2. Japanese AI tool audit and integration planning Week 1-2

    We assess your existing tools and recommend the AI meeting assistant best suited to Japanese transcription quality for your meeting format. We design the integration with your CRM and confirm the keigo standards for all AI-generated content.

  3. Post-meeting automation build and keigo content configuration Week 2-3

    We configure the AI meeting tool, connect it to your CRM, and build the 議事録 and follow-up email templates in the formal Japanese register appropriate to your client relationships. Your team reviews and approves the template content before the workflow goes live.

  4. Inquiry response AI build Week 3-4

    We train the AI writing assistant or portal inquiry chatbot on your formal Japanese templates, service documentation, and property inventory (for real estate clients). All AI-generated content is reviewed by a Japanese-speaking approver before deployment.

  5. 紹介 follow-up sequence build Week 4-5

    We design the referral follow-up sequence structure, write the keigo templates for each step, and configure the automation in your CRM or outreach platform. The sequence is tested with internal review before it handles real referral leads.

  6. Team training and 30-day review Week 5-6

    We train your sales team on the AI-assisted workflows, review the first 30 days of AI-generated content quality, and adjust templates based on rep feedback and client response data.

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/ Common questions

FAQ

Straight answers on scope, timelines and cost. Anything else, ask us directly.

Ask us directly
What AI meeting summary tool handles Japanese transcription and 議事録 writing for a Japanese sales team?

ACES Meet is a Japanese-developed AI meeting assistant purpose-built for the Japanese business meeting context, with native Japanese transcription and 議事録 output in formal Japanese. It is the strongest option for teams where Japanese transcription accuracy and formal document output quality are the primary requirements. Fireflies.ai supports Japanese transcription in its standard plan and has direct HubSpot and Salesforce integrations, making it the better choice for teams using those CRMs who need transcription in both Japanese and English. The choice depends on whether your meetings are predominantly Japanese-language or bilingual.

How do I build an AI chatbot that responds to SUUMO and At Home property inquiries in formal Japanese?

A portal inquiry AI chatbot for the Japanese real estate market requires three components: a formal Japanese response template library covering common inquiry types, a property inventory data source that the chatbot can query for current availability and specifications, and a booking link or human escalation path for serious prospects. The chatbot is typically deployed as an email inquiry handler rather than a live chat widget, as SUUMO and At Home deliver inquiries by email. The AI responds to each inquiry email automatically within minutes. Response quality depends on the formal Japanese template quality and the completeness of the property data source.

How do I use AI to draft formal keigo email responses for a Japanese B2B sales team?

Building an AI keigo drafting assistant requires a set of approved formal Japanese communication templates covering the most common response types for your firm: initial inquiry acknowledgement, meeting confirmation, follow-up after meeting, proposal submission, and objection handling. The AI is trained on these templates and generates draft responses that the rep reviews and personalises before sending. The rep's review time is typically 1-2 minutes. The training data quality determines the keigo quality of the output, so the templates should be written or reviewed by your most experienced communicator before they are used as training material.

How do I build a structured 紹介 (referral) follow-up sequence using AI for a Japanese professional services firm?

A structured 紹介 follow-up sequence requires four elements: an initial acknowledgement message sent within 24 hours of the referral being received, referencing the referrer by name with appropriate formal gratitude; a follow-up proposal or meeting request 3-5 business days later; a polite follow-up if no response after 7 days; and a final message closing the loop with the referrer after the introduction is complete. Each message is drafted in formal keigo appropriate to the relationship level. The sequence is automated in your CRM or outreach tool, with the rep notified to review each message before sending. This structure captures referral leads that would otherwise go cold due to informal handling.

What AI sales assistant tools are best suited to the Japanese B2B sales environment?

The Japanese B2B sales environment requires AI tools that handle formal Japanese language correctly, respect the paced, relationship-driven nature of Japanese sales cycles, and integrate with the communication channels Japanese business uses — email, LINE, and in-person meetings rather than cold outreach. ACES Meet and Fireflies.ai with Japanese mode cover post-meeting automation. Salesforce Einstein and HubSpot AI cover pipeline intelligence and lead scoring. For LINE-based follow-up, a custom automation built on the LINE Messaging API is typically more effective than adapting Western outbound tools. The tool selection should start from your communication channels, not from Western AI sales tool rankings.

/ Our team

The people behind the work.

Not a black box. Real specialists you can call, with their names on the work.

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Hawrry Bhattarai

Hawrry Bhattarai

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Closing CTA

Japanese B2B sales teams are carrying a documentation overhead that does not exist at the same scale in most other markets. That overhead — the 議事録, the keigo follow-up, the formal CRM entry — is a professional standard that cannot be eliminated. But it can be automated to the point where the rep's role in post-meeting documentation is review and approval rather than drafting. Businesses that deploy AI meeting assistants and formal Japanese communication tools are not cutting corners. They are removing the repetitive drafting work while preserving the professional quality standard their clients expect. If your sales team is spending 30-45 minutes on documentation after every client meeting, the diagnostic is the right starting point.

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