10+ Evaluation Criteria to Consider When Hiring Your Virtual Sales Rep

The right AI sales assistants will transform your sales process. Finding them is no trivial task though. A good AI needs to help your team work smarter (not harder), fit in with your core software, and – most importantly – get the job done.

Not only is the market already flooded with AI sales assistant software, it’s projected to grow globally from $31.5 billion in 2022 to $92.8 billion in 2032. 

To make your buyer’s journey smoother, here’s a breakdown of criteria you can use to evaluate AI sales assistants.

What’s an AI sales assistant?

An AI sales assistant is smart software that helps you increase sales. It’s powered by AI technologies, such as machine learning (ML), natural language processing (NLP), and predictive analytics.

AI-powered virtual sales rep software like an AI SDR sifts through mountains of information from various sources, including your CRM platform, social media, and customer interaction logs. It then uses relevant information to improve messaging, automate sales-related tasks, forecast trends, and optimize processes.

Role of AI in sales

AI sales assistants are a game-changer for sales representatives. They turn data into insights that help you make better decisions.

This type of software is called an assistant for a reason. Sales and marketing teams use AI sales assistants to automate routine tasks, such as manual data entry and bookings, so they can focus on more complex work.

By implementing an AI-based virtual sales rep, your employees can uncover hidden patterns and trends, like spotting shifts in customer needs, the most promising leads, and revenue streams hiding in plain sight. The guesswork is turned into informed action.

The best part? ML algorithms can ensure that the software sharpens with every interaction, leading to improved forecasting accuracy and higher quality of customer interactions.

Main requirements for AI sales software

To be effective, your AI sales software should be able to perform certain functions. These are the mandatory boxes it should tick:

• Assistance with sales processes. AI assists sales teams by automating routine tasks, from manual management to complex tasks like lead scoring. For example, it can evaluate and suggest potential customers based on behavior, engagement, and product fit.
• Task automation. AI takes the grunt work out of sales processes, such as lead follow-up. Smart tools can generate emails and even send calendar links to leads who request meetings.
• Timely communication. To prevent missed opportunities, AI sales tools can send personalized inbound and outbound emails, timely reminders, and book meetings.
• Streamlined data entry. Manually updating a CRM database eats up lots of time. AI sales software captures and logs data from customer interactions automatically with fewer errors than humans make and highlights missing information.
• Full-cycle support. The ideal tool helps sales reps at every stage of the sales cycle. For instance, it could find quality leads based on historical data, offer negotiation strategies during the deal-closing, and keep customers engaged in follow-up communications.
• Data collection and analysis. AI pulls info from multiple sources to reveal actionable trends. Sales reps can use that information to identify products that resonate with specific demographics or tactics that work best in different regions.
• Scaling support. Your tools should scale proportionally with increases in your headcount and client base. Scalability is valuable for businesses that want to remain competitive and maintain quality while expanding their sales offerings.
• Semantic analysis. Your AI software should analyze factors that cause interactions with customers to succeed or fail to learn which sales tactics work best.
• Real-time feedback and communications. Virtual sales rep AI tools help customers deal with simple queries and low-priority problems. Additionally, they help tweak email responses based on customer profile information.

Of course, even the best sales rep software comes with a few potential challenges.

Possible problems when choosing AI for sales automation

Companies can run into technical, cultural, and security bumps when choosing AI-based sales software. Tackling these issues early on can make transitioning to the software smoother.

So, let’s take a look at these problems.

Vendor lock-in

You might get stuck relying too much on one vendor’s ecosystem, which makes it harder to adopt other tech when needed. Some AI tools, especially those tied to big software pricing packages, lock you into their platforms.

To avoid vendor lock-in, choose AI tools with industry-standard data formats, open APIs, and custom integration options. Always stay in control of your tech stack and be ready to adapt as your needs change.

Resistance to change

Sales teams often resist new technologies because they don’t understand them or fear the tech will mess with established workflows.

To make the transition smoother, think about the people, processes, and technology – in this order. Start by understanding your team and how they work, then figure out who and which processes the AI will impact the most.

Once you know who will use the AI and how it fits into their processes, you’ll have a clearer idea of which solution works best. Communicate the benefits of the technologies to key stakeholders to promote buy-in.

Finally, employees should be well-trained in how to use AI, as sales reps will be more comfortable and effective if they understand how to deploy the tools that complement their skills.

Data privacy and security

Data privacy regulations are like a minefield, especially if you have customers across several regions, each with different compliance laws (like GDPR in Europe and CCPA in the US). You can face weighty penalties for noncompliance or lack of oversight.

Ensure that your AI tools allow control over where data is stored and processed. This involves selecting vendors with data centers in compliant regions or opting for software with on-premises storage.

Infrastructure impact

Advanced software requires more server capacity, storage, and processing power. If your IT setup isn’t ready, it could cause errors and slow things down.

As we mentioned, infrastructure scalability is crucial for a sales assistant AI. Most companies select externally managed cloud-based platforms with on-demand scaling of resources.

Problems with output accuracy also exist to some degree. However, this will depend on the algorithms and programming of individual AI rep tools, with the best software having sufficient accuracy for numerous use cases.

Key applications of AI sales assistants

AI-driven sales assistants are like a multitool for modern teams. They help different departments in a bunch of ways.

Lead generation

AI sales tools use data analysis and predictive modeling to identify hot leads faster and, oftentimes, more accurately than human agents. Your AI assistant analyzes demographics, past interactions, and online behavior to find leads more likely to convert.

Of course, AI tools can’t replace human judgment. That’s why these tools are called assistants — they can point to the most promising leads, letting the sales team focus their efforts where it matters.

Sales forecasting

ML algorithms and predictive analytics dive into historical data, market trends, and customer behavior to predict outcomes with surprisingly high accuracy.

Need a quarterly revenue forecast? The AI software sales rep can spot deal progression patterns and give you the numbers.

Some AI tools also support scenario planning. When launching a new product, the software can predict how well it will sell in different regions, what demographics will be central to its success, and how it will impact your revenue.

Automated communication

Virtual sales rep tools like AI-enhanced bots can maintain a conversation with customers. They can suggest the optimal time to send emails, adjust the tone of an email based on the customer’s social network profile, and even predict the likelihood of a response.

But AI doesn’t just write — it coaches your employees. As they draft communications, the algorithm recommends tweaks to improve clarity, tone, and relevance, ensuring messages hit the mark.

For example, Harmix used AiSDR to automate outbound campaigns, using data from leads’ LinkedIn profiles to personalize communications. Best of all, no emails got lost in the inbox without a reply.

Customer intent tracking

Through sentiment analysis by NLP algorithms, an AI tool can interpret customer intent to spot satisfaction, frustration, or buying readiness.

More importantly, next-gen AI sales rep software nails the context of conversations. It adjusts recommendations based on each unique interaction, making every customer feel understood and valued.

Castellum.AI used an AI sales rep to hyper-personalize communication with leads. They improved conversion rates by 3.7%, crafting targeted emails based on the company’s HubSpot database and tracking leads’ activity and interactions with the company.

Appointment booking

Most teams spend too much time booking meetings with leads. But AI tools can reduce back-and-forth communication.

The software analyzes your team’s and customers’ availability and proposes an optimal meeting time. Additionally, these tools handle complex scheduling across time zones and multiple participants.

Metal fully automated outreach campaigns with AiSDR. The success of those campaigns and automated appointment booking filled the company’s calendar with meetings with little to no manual effort.

“In the first month, we… closed 1.8x in revenue on deals that were sourced via AiSDR.” – Usman Gul, Founder & CEO of Metal.

Database maintenance

AI extracts relevant information from emails, phone calls, and other interactions and updates databases in real time. Platforms can provide databases of leads that companies can use to fuel their campaigns.

If a customer’s details change or they show interest in a new product, An AI sales tool can update their profile instantly. This means your sales reps always have the latest information at their fingertips.

Cross-functional collaboration

Bringing your sales data together on one platform can tear down the walls between teams. It gives your managers a full view of how sales, marketing, customer service, and finance are doing, all in one place.

By providing a holistic view of customer interactions across all touchpoints, sales, marketing, and other departments can adopt more cohesive strategies.

Sales pipeline management

AI sales assistants give you a crystal-clear view of your sales pipeline, complete with bottlenecks, high-risk customers, and deals stuck in limbo. Moreover, they provide recommendations on how to move stagnant deals forward.

Some tools offer interactive pipeline views, letting your teams visualize the key indicators and make informed decisions about where to focus their efforts.

But you need to consider more than just the functions of AI sales tools before buying.

Perks to look for when choosing AI for sales

You need software that fits seamlessly with your systems, adapts to your needs, and equips your sales team with the necessary tools.

• Software flexibility – A flexible system can facilitate sales strategies, whether that means customizing workflow, adapting actionable rules, tailoring communications, or modifying reporting dashboards.
• Wide functionality – Top-grade AI sales assistant software serves as a holistic solution for multiple purposes. For example, it can help your teams forecast sales, score leads, analyze sentiment, and manage your CRM.
• 24/7 vendor support – Sales teams operate in dynamic environments where problems can arise at any time. Fast support can mean the difference between losing or sealing the deal.
• Ease of integration – Your AI must sync with CRM, Enterprise Resource Planning (ERP), and other sales tools. Look for open APIs and custom integration options to ensure smooth data flow and a unified view of your sales.
• Proactive technical assistance – You’ll need regular software updates to fix bugs, patch security vulnerabilities, and maintain stable performance. A dedicated technical assistance team ensures your AI sales software runs like clockwork.
• Explainable outcomes – Depending on your business, you may need to understand exactly how your AI tool reaches certain conclusions. In that case, you should avoid “black boxes” in favor of explainable AI tools.

Believe it or not, there are even more foundations of a solid AI-based sales assistant.

What to check before using AI?

After shortlisting potential AI sales tools for your company, here’s a final feature checklist before implementing one into your company’s systems:

• Privacy compliance – Ensure the AI tool complies with GDPR, CCPA, HIPAA, and other relevant regulations. Compliance usually requires you to handle personal data ethically and obtain explicit consent from users to use this data.
• Value for cost – Assess the ROI by comparing the AI’s cost against the value it delivers, including efficiency gains and conversion improvements. Don’t forget to factor in hidden costs like training and integration.
• Security certifications – Look for certifications such as ISO/IEC 27001 or SOC 2 to confirm robust safeguards, such as encryption, authorization, and multifactor authentication.
• CRM integration – A basic data sync won’t cut it. The AI sales assistant must integrate with your CRMs and management tools to ensure all teams are on the same page.
• Ease of use – Choose user-friendly software with simple interfaces that provide clear insights. Look for tools with dashboards that can be customized to fit your sales processes.
• Support and training modules – Look for vendors that provide thorough support. You’ll save a lot of time if the tool comes with extensive guides and training modules.
• Performance tracking and reporting – The AI tools should offer real-time performance tracking and reporting to let you monitor their impact on sales operations and other key performance indicators.
• Quality of features – Prioritize AI tools that offer consistent performance. The accuracy of predictions should improve over time, learning from new data to refine future recommendations.

Knowing these answers will help you come to a decision about which AI sales reps to buy (or not to buy).