GroupeActive is a French SME of about 10 employees that supports small and mid-sized businesses through a network of 80 independent experts (CIO, CFO, HR, sales and supply chain directors) across France. With Witivio, the company built GAIA Propale, an AI agent created with Microsoft Copilot Studio and available in Microsoft 365 Copilot Chat, which turns meeting notes into the chapters of a sales proposal.

2 hInstead of one day

-75%Signature timeline

75%Drafting time saved

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The Challenge

A full day of drafting before every signature

At GroupeActive, the sales proposal is the document that decides what happens next. The independent experts supported by the company leave a customer meeting with their notes, then spend a full day turning them into a structured document. That drafting time delays the proposal and, in turn, the signature of the contract.

One working day per proposal

Drafting took a full day, from the prospect context to the challenges of the project, on time that was neither billed nor spent on prospecting.

A team of ten

With about 10 employees supporting experts across France, GroupeActive could not simply add people to proofread and format proposals faster.

The Solution

GAIA Propale, the agent that structures meeting notes

GAIA Propale was built with Microsoft Copilot Studio and runs directly in Microsoft 365 Copilot Chat, with no extra tool to install. The expert hands over the notes from the customer meeting, the agent analyses them and returns the expected chapters of a sales proposal.

Meeting notes analysis

The agent starts from the notes taken during the customer meeting and extracts what the proposal needs.

Structured with the SOFA model

Situation, Opinion, Future, Action: the GroupeActive sales method gives the agent its reading grid, so every piece of information lands in the right place before drafting starts.

Chapter generation

Prospect context, needs, challenges: the chapters are written, while the expert keeps control of pricing and argument.

Stack: Microsoft Copilot Studio, Microsoft 365 Copilot Chat, SharePoint

Results

Proposals sent the same day

1 day → 2 h

Drafting time

Drafting a sales proposal went from one day to two hours, and proofreading now comes back within a few hours.

-75%

Signature timeline

The time between the customer meeting and the contract signature was divided by four.

75%

Of drafting time saved

Frédéric Barbier, Managing Director of GroupeActive, says members save an average of 75% on drafting time (translated from the French customer story) and can focus on pricing and sales strategy.

How the agent was built

Three building blocks, no extra application

The SOFA model as the foundation

The in-house sales method, Situation, Opinion, Future, Action, was translated into instructions for the agent. It is what keeps two proposals consistent in structure.

The agent in Microsoft Copilot Studio

GAIA Propale is a Copilot Studio agent. Instructions, expected chapters and the tone of the proposal are configured without custom development.

Delivery inside Copilot Chat

The agent is published in Microsoft 365 Copilot Chat. Experts use it where they already work, which keeps change management to a minimum.

What it means for SMEs

A useful agent does not require an IT department

GroupeActive has about 10 employees. The project did not require new infrastructure or a dedicated team, but a clearly described sales process and a short scoping phase on a single use case. That is the usual setup in small and mid-sized companies: a proven in-house method, one repetitive document that is expensive to produce, and Microsoft 365 tools already in place. The agent builds on what exists instead of replacing it.

One use case at a time

One document, one method, one measurable result. That is the format that lets an SME start without a transformation programme.

Copilot Studio partner

Witivio designs, industrialises and maintains Copilot Studio agents. See the Copilot Studio page.

Copilot Factory

From scoping to adoption, Copilot Factory frames the path to production. Discover Copilot Factory.

Source: the GroupeActive customer story published by Microsoft on 27 May 2025 (English version).

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