Particle41 is a custom software development firm specializing in placing high-performing technical teams to tackle clients’ most complex engineering goals. As the company expands with increasing demand for AI consulting and fractional CTO services, sales executive Tony J. Reese is tasked with building a modern, scalable sales framework. With a lean team and ambitious goals, Reese turned to Read AI to offload administrative work, centralize communication, and gain smart, actionable insights—all embedded directly into the team’s HubSpot CRM.

What began as an automated note-taking solution quickly became something more: a personalized AI partner that learns with the team, offering time-saving deal stage predictions and recommendations that unlock productivity and sharpen decision-making.

The Challenge

Reese joined Particle41 during a period of growing demand and internal transformation. His key challenges included:

• Disjointed Processes: Sales, production, and marketing teams lacked a unified source of truth for meeting notes and client status.
  
• Time-Intensive Admin: Logging meeting notes, updating CRM fields, and coordinating handoffs drained time from high-value work.
  
• Scaling the Sales Engine: Reese needed to build a replicable process in HubSpot that could support future hires and respond to a rapidly evolving AI marketplace.
  
• Navigating Uncertainty: Clients were intrigued by AI but unsure how to implement it—Reese needed more time for advisory conversations and less on behind-the-scenes coordination.
  
  

The Approach

Particle41 integrated Read AI into every stage of their sales workflow, focusing on features that would maximize impact:

• CRM Copilot: Read AI automatically generates detailed meeting notes and syncs them to HubSpot, allowing full visibility across teams without manual input.
  
• Deal-Stage Recommendations: Read AI proactively suggests next steps in HubSpot based on meetings, emails, and other communication, often surfacing ideas that Reese brings to team planning discussions.
  
• Search Copilot: Reese is now exploring built-in access to ChatGPT and Claude for real-time insights directly within the Read interface—eliminating the need to jump between tools.
  
• Behavioral Coaching: Reese incorporates Read AI's real-time behaviorial suggestions, such as adjusting speaking pace or tone, which is now a part of his personal development plan.
  
  

The Results

1–1.5 Hours Saved Per Meeting

With Read AI handling documentation and updates, Reese estimates he saves up to 1.5 hours per meeting—freeing him to focus on relationship-building and strategic sales work.

80% Accuracy in Recommendations—And Climbing

Read AI continuously adapts to Reese’s style, funnel, and process—making better recommendations the more it’s used.

“It learns me—and it’s starting to think like I do.”

33% Team Power Boost

For a sales and marketing org of just three, Read functions like a 4th teammate—offering reminders, nudges, and CRM predictions that remove guesswork.

“It’s like having a proactive assistant that already knows how we work.”

2x Faster Handoffs with Centralized Deal Data

Every stakeholder sees the same meeting notes, action items, and deal status—cutting down on status meetings and making handoffs between sales and delivery seamless.

“Data is the new gold. And the more accurate the data, the faster we make decisions.”

100% Increased Confidence in an Uncertain Market

As clients explore how to adopt AI, Reese sees Read AI as a differentiator—not just for internal efficiency, but for showing clients what modern, AI-powered work looks like.

“Read AI helps bridge the gap from uncertainty to clarity. It makes us look future-ready.”

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