Documentation
AI Summary Generation Guide
Learn how to use LeadMachine's AI to automatically generate summaries of leads, interactions, and notes.
What is AI Summary?
AI Summary uses Gemini AI to analyze all information about a lead and create concise, actionable summaries:
- Overview of the lead and their company
- Key points from all notes and interactions
- Current status and next steps
- Qualification assessment
- Recommended actions
- Preparing for a call or meeting
- Taking over a lead from another team member
- Reviewing leads you haven't touched in weeks
- Quickly qualifying incoming leads
- Briefing management on lead status
- No need to read through dozens of notes
- Get context in 30 seconds instead of 10 minutes
- Understand lead history at a glance
- Open lead detail page
- Click Generate Summary button
- Wait 5-10 seconds for AI processing
- Summary appears at top of lead profile
- Name, company, industry
- Job title and role
- Contact information
- Lead source and type
- Company size and revenue
- Technologies used
- Recent news
- Social profiles
- All notes and comments
- Status changes
- Email history
- Call logs
- Meeting notes
- Current status
- Assigned user
- Last contact date
- Next follow-up
- Who the lead is
- Their company and role
- Why they're in your CRM
- 3-5 most important facts
- Main pain points or needs
- Budget/decision authority
- Timeline
- Summary of past conversations
- What was discussed
- What was promised
- Any concerns raised
- Current pipeline stage
- Recommended next action
- Priority level
- Potential obstacles
When to Use AI Summary
Perfect for:
Saves time:
Generating a Summary
Single Lead Summary
What's Analyzed
AI reviews all available information:
Lead data:
Enrichment data:
Interaction history:
Current state:
Summary Content
A typical summary includes:
Overview Section:
Key Points:
Interaction History:
Status & Next Steps:
Example:
John Smith - Senior Marketing Director at TechCorpOVERVIEW:
TechCorp is a 150-person SaaS company in the marketing automation space.
John is evaluating lead management solutions to replace their current
spreadsheet-based system. Budget approved for Q4.
KEY POINTS:
• Primary pain point: losing leads between marketing and sales
• Timeline: Decision by end of Q3, implementation Q4
• Budget: $15K annually approved
• Decision maker: John + VP of Sales approval needed
• Competitor: Currently evaluating HubSpot
RECENT ACTIVITY:
• 8/15: Initial demo completed, positive feedback on workflow automation
• 8/20: Sent pricing proposal, no response yet
• 8/25: Follow-up email sent
• Current: Waiting for response, should follow up 9/1
RECOMMENDATION:
HIGH PRIORITY - Follow up immediately. John mentioned needing decision by
end of month. Offer to set up call with VP of Sales. Emphasize workflow
automation advantages over HubSpot.
Bulk Summary Generation
Generate summaries for multiple leads:
When to use bulk:
Auto-Summary
Automatically generate summaries:
On-Demand Auto-Summary
Configure when summaries generate:
Smart triggering:
Manual Refresh
Update an existing summary:
Refresh when:
Using Summaries
Quick Review
Before calling a lead:
Benefits:
Team Handoffs
When reassigning a lead:
Include in handoff:
Management Reporting
Use summaries for pipeline reviews:
Summary Settings
Customize Summary Format
Length options:
Focus options:
Summary Privacy
Control who sees summaries:
Recommendations:
AI Summary Credits
Each summary uses AI credits:
| Plan | Monthly Credits |
| ------ | ---------------- |
| Starter | 50 summaries |
| Professional | 300 summaries |
| Business | 1,000 summaries |
| Enterprise | Unlimited |
Check balance:
Credit usage:
Best Practices
When to Generate Summaries
High value:
Low value:
Optimize for Quality
Better summaries with:
Poor summaries result from:
Review and Edit
AI summaries are helpful but:
Always:
Combine with Notes
Best workflow:
Don't rely on summary alone for critical decisions.
Troubleshooting
Summary is Generic
Problem: Summary doesn't help, too vague
Cause: Not enough information to work with
Solutions:
Summary is Wrong
Problem: AI misunderstood something
Solutions:
Summary Won't Generate
Problem: Button spins but no summary appears
Solutions:
Out of Credits
Problem: "No summary credits available"
Solutions:
Advanced Tips
Summary + Enrichment
Best results using together:
Export Summaries
Include summaries in exports:
Use for reporting or importing to other tools.
Summary in Email
Reference summary when emailing:
Example email:
Hi John,Following up on our demo from 8/15 where we discussed
automating your lead handoff between marketing and sales...
I know you mentioned needing to decide by end of Q3.
Would you be available this week to bring your VP of Sales
into the conversation?
Looking forward to hearing from you.
Privacy & Data Use
What AI Analyzes
AI reads:
Never includes:
Data Security
Accuracy
AI summaries are:
But may:
Always verify before making important decisions.
Getting Help
Email: [email protected]
Include:
Last Updated: October 2025