An AI-Powered Knowledge & Sales System for BK Consulting
How BK Consulting replaced HubSpot, Fathom, and scattered Slack threads with one AI-connected Notion workspace that runs knowledge management, sales, and delivery end to end.
The Challenge
Information about the business lived across too many places to keep straight: commercial data in HubSpot, customer call recordings in Fathom, and day-to-day communication scattered across Slack channels. Nothing was wrong with any single tool. The problem was gathering what was scattered across all of them in a way that actually saved time.
The goal was not another place to store information.
The goal was a single space where teams could collaborate without stepping on each other, and where information moved between them without getting lost.
The Approach
The solution focused on three core principles:
Centralize
One workspace where knowledge, pipeline, and delivery live together, searchable by AI.
Connect
Team spaces so Sales, delivery, and leadership share the same data without stepping on each other.
Automate
Agents handle the handoffs between stages so nothing waits on a person to notice and act.
The Solution
A searchable knowledge base
The workspace starts with a company homepage carrying everything an employee needs to know. On top of it, Notion AI searches the workspace and every connected source at once. Ask it something like what the corporate travel policy is, and it finds the answer directly instead of sending someone digging through folders.
A Sales system built on Notion, not HubSpot
The Sales team works out of its own team space: connected databases for accounts, the opportunity pipeline, and the services catalog, all with values attached. Everyone on the team sees the same data without needing separate access to a separate tool.
AI meeting intelligence
Every meeting starts inside a notes page. Notion AI transcribes live, distinguishing between speakers, while notes and an agenda get written alongside it in real time. Once the meeting ends, AI reads the transcript and produces a summary and action items, tailored to the kind of meeting it was, a customer call, a stand-up, a candidate interview, or a custom instruction. Each note attaches to the account or opportunity it belongs to.
Agents that move deals forward without anyone touching them
Moving an opportunity to Proposal triggers an agent that drafts a quote from the opportunity’s services and values. A second automation turns that quote into a PDF and sends it to the customer, running in the background while the rest of the team keeps working.
When a deal is won, another agent takes over. It creates a project for delivery and assigns it to a consultant based on region, specialization, and current capacity, pulled from the consultant directory. The opportunity’s full history, meeting notes and all, becomes the project brief automatically.
The opportunity becomes a living record of the project, so the handoff document writes itself.
One dashboard for the whole business
The same databases that power collaboration also power a management dashboard: business status, consultant capacity, pipeline forecast, and which opportunities need attention today, all in one glance, without opening a second platform.
The Result
No more tool-hopping
Knowledge, pipeline, and delivery information all live in one AI-searchable workspace.
Proposals go out without anyone drafting them
Moving a deal to Proposal triggers quote creation, PDF generation, and delivery automatically.
Handoffs happen with zero manual documentation
Won deals become fully-briefed consultant projects, assigned by region, specialization, and capacity.
Leadership sees the business in one glance
A single dashboard, powered by the same underlying data, replaces checking multiple platforms.
My Role
This system runs BK Consulting itself. I designed and built it end to end, responsible for:
The most valuable part of this system isn’t any single automation. It’s that knowledge, pipeline, and delivery all live in the same connected space, so nothing gets lost between a first conversation and a finished project.
AI does the heavy lifting where it actually helps: reading a transcript, matching a consultant to a project, drafting a quote. It stays out of the way everywhere else.
Everything in the same space, everything connected, and everything powered by AI when it actually makes sense.
If this sounds like what your team needs, we can map your workflows and adapt this same framework to how you operate.