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Vachi Services LLC

Salesforce · Agentforce · HubSpot · Zoho

AI agents and CRM systems your revenue team runs on.

Vachi Services designs, builds and supports AI and CRM systems for manufacturers, distributors and growing businesses in the US and Canada. Inquiries get answered in seconds, records stay complete, and your people spend their time with customers.

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  • Certified Agentforce Specialist
  • Salesforce, HubSpot and Zoho
  • Fixed-scope projects

Workspace New lead

Illustrative example

Channel · Website chat

    New lead record

    Waiting for input

    Project type
    Pending
    Quantity
    Pending
    Region
    Pending
    Timeline
    Pending
    Routed to
    Pending
    Next step
    Pending
    Salesforce certifications held by our founder
    10Salesforce certifications held by our founder
    years delivering Salesforce and CRM
    11+years delivering Salesforce and CRM
    years inside a large US manufacturer's Salesforce org
    7years inside a large US manufacturer's Salesforce org
    founded in Danbury, Connecticut
    2022founded in Danbury, Connecticut

    Why it matters

    Most revenue teams already own the software. The work between the systems is still done by hand.

    Slow first response

    Web and email inquiries wait in shared inboxes. By the time someone replies, the buyer has talked to a competitor.

    Incomplete records

    Reps skip fields because updating the CRM takes time. Forecasts and reports inherit the gaps.

    Re-keyed orders

    Purchase orders, quotes and invoices are typed from one system into another, and errors travel with them.

    How an AI agent works

    From first inquiry to a booked meeting, without anyone copying and pasting.

    This is the most common first project we deliver. The same pattern applies to service cases, order intake and renewals.

    1. 01

      Website · Email · Chat

      Inquiry arrives

      A buyer asks a question on any channel, at any hour.

    2. 02

      AI agent

      Agent qualifies

      The agent asks the missing questions and checks the CRM for an existing account.

    3. 03

      CRM

      Record created

      A lead or opportunity is created with every answer captured in fields.

    4. 04

      Routing rules

      Right person assigned

      Territory, product and size rules send it to the rep who owns it.

    5. Calendar

      Meeting booked

      The buyer picks a time; the rep gets a summary before the call.

    What we deliver

    Four capabilities, one accountable team.

    Start with the problem costing you the most. Each capability works on its own and gets stronger connected to the others.

    AI agents

    Agents with a defined job, clear limits and a handoff to people.

    We design, build and govern AI agents on Salesforce Agentforce or on your own stack. Each agent has a defined job, reads only the data it is allowed to see, and hands off to a person when a decision needs one.

    • Inbound leads answered and qualified around the clock
    • Service cases triaged, summarized and routed before a person opens them
    • Reps and agents get drafted replies, quotes and next steps inside the record
    AI Agents & Agentforce
    Agent definition · Quote intake
    Example
    Job
    Qualify inbound quote requests and book a sales meeting
    Reads
    Accounts, contacts, product catalog, open opportunities
    Can do
    Create lead · Update fields · Book meeting · Send summary
    Cannot do
    Quote prices · Change discounts · Delete records
    Hands off when
    Order value is above threshold or the buyer asks for a person

    CRM

    Salesforce, HubSpot or Zoho, configured around how you sell.

    New implementations, rescues of orgs that grew messy, and migrations from spreadsheets or legacy systems. We start from your sales and service process, then configure the platform to match it.

    • One place for accounts, contacts, opportunities and cases
    • Pipeline and forecast reports built on data people keep up to date
    • Clean handoffs between marketing, sales, service and operations
    CRM Implementation
    Opportunity pipeline
    Example

    Qualify

    Solution

    Proposal

    Closed won

    Automation & integration

    Orders, invoices and emails that move between systems on their own.

    We connect the systems you already own and automate the steps between them: quote to order, order to invoice, email to case, document to record. Where AI helps, we use it to read documents and emails; where rules are enough, we use rules.

    • Orders, quotes and invoices flow between CRM and ERP automatically
    • Documents and emails turned into structured records
    • Fewer errors from copy and paste, and a clear log of what changed
    Workflow Automation & Integration
    Integration activity
    Example
    CRMIntegrationERP
    • order.created
    • invoice.posted
    • email.received
    • po.extracted

    Websites & portals

    Every form, chat and booking lands in the CRM with its source.

    Marketing sites, customer and partner portals, and campaign landing pages built for speed and accessibility, with every form, booking and chat routed into your CRM with its source attached.

    • Every inquiry lands in the CRM with its source and context
    • Pages that load quickly on phones and meet accessibility guidelines
    • Portals where customers and dealers help themselves
    Websites & Digital Experiences
    Website form → CRM lead
    Example

    Request a consultation

    Name
    Work email
    Company
    Submit
    Record
    Lead
    Source
    Website · /services/crm
    Campaign
    Spring search
    Owner
    Assigned by territory

    Custom Software

    Internal tools, portals and apps when off-the-shelf does not fit.

    Salesforce Team on Demand

    Certified admins, developers and architects on a flexible monthly plan.

    Industries

    Built for businesses with complex orders, channels and service.

    Manufacturing

    Quotes, dealer networks, configured products and long service lives. Our team has spent years running Salesforce Sales and Experience Cloud inside a large US manufacturer.

    Where time is lost

    • Quotes assembled by hand from price books and spreadsheets
    • Dealers and distributors calling in for order status
    • Warranty and service history spread across systems

    What we build

    • Dealer and distributor portals on Experience Cloud
    • Agentforce agents for quote requests and order status
    • CRM to ERP integration for orders, pricing and inventory

    Architecture

    How the pieces fit together.

    A typical system we deliver, from the channels your customers use down to the systems that hold orders and invoices. Governance applies at every layer.

    1. Channels

      Where customers and staff start a request

      • Website
      • Email
      • Chat
      • Phone
      • Customer portal

    2. Agent layer

      Understands the request and decides the next step

      • Agentforce
      • LLM agents
      • Prompt templates
      • Agent actions

    3. CRM

      Accounts, leads, opportunities, cases

      • Salesforce
      • HubSpot
      • Zoho

    4. Integration

      Moves data between systems with logging and retries

      • Salesforce Flow
      • MuleSoft
      • REST APIs
      • Make · n8n

    5. Systems of record

      Orders, inventory, invoices and history

      • ERP
      • Billing
      • Documents
      • Data warehouse

    How we work

    Careful with your data. Careful with production.

    These are the working practices on every engagement. They are part of the statement of work, not a sales promise.

    Your data stays in your systems

    We build inside your CRM and cloud accounts. Nothing is copied to tools you don't control.

    Least-privilege access

    Agents and integrations get only the objects and fields their job needs, reviewed with you.

    Sandbox first

    Every change is built and tested in a sandbox, then deployed to production through version control.

    People approve what matters

    Discounts, refunds, large orders and anything irreversible wait for a human decision.

    Documented and handed over

    You receive the configuration, prompts, code and runbooks. You own all of it.

    Measured after launch

    We agree the success measures up front and review them with you after go-live.

    Read how we run a project

    Estimate

    What is manual work costing you?

    Move the sliders to size the opportunity. The audit turns this rough estimate into numbers from your own process.

    6
    8 h
    $45

    Assumes 48 working weeks and that 60% of the work can be automated. This is an estimate for planning, not a quote. The audit replaces it with numbers from your process.

    Estimated value of time freed each year

    $62,190

    Hours freed per year
    1,382
    Full-time equivalents
    0.7
    Get a real estimate

    Ways to work with us

    Start small, prove the value, then scale.

    1. 01

      Audit

      Free · 30 minutes

      We map your sales and service process and name the three changes worth making first.

    2. 02

      Project

      Fixed scope and price

      One agent, automation or implementation, delivered in sprints with a weekly demo.

    3. 03

      Team

      Monthly

      A certified team for your roadmap: new features, releases, support and AI improvements.

    FAQ

    Questions buyers ask us

    Do we need Salesforce to work with you?

    No. Salesforce and Agentforce are our deepest expertise, and we also implement HubSpot and Zoho and build on custom stacks. We recommend the platform that fits your size, process and budget.

    We're a mid-size company. Is AI worth it for us?

    Often it is worth more for smaller teams, because each hour saved is a larger share of capacity. The audit tells you where the return is clear and where it isn't, before you spend anything.

    How do you keep AI agents from making mistakes with customers?

    Each agent has a written job description, a limited set of actions and explicit handoff rules. We test it against real and edge-case conversations in a sandbox, then roll out to a pilot group before everyone.

    How long does a first project take?

    A focused first automation or agent usually takes two to six weeks from kickoff to launch. Full CRM implementations take longer; you get a timeline in the blueprint before work starts.

    Do you work with companies in Canada?

    Yes. We work with clients in the United States and Canada, remotely and on site when a project needs it.

    What happens after launch?

    Every project includes a support period after go-live. Many clients then continue with a monthly team for new features, releases and ongoing AI improvements.

    Free AI & CRM audit

    Tell us where the time goes. We'll show you what to automate first.

    A senior consultant reviews every request. You get three specific recommendations, whether or not you hire us.

    • Reply within one business day
    • No obligation and no sales script
    • Recommendations you can act on yourself
    info@vachiservices.com+1 (612) 423-8425Monday to Friday, 9:00 AM to 5:00 PM ET
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