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ChatGPT × EMOROCO CRM Lite — Designed to generate a "proposal tailored to this customer" simply by providing a narrative memo.

2026/5/22

Hello, this is Matsubara, CRM Evangelist.

"I tried to create a proposal using ChatGPT, but all I could get were generic sentences that you can find anywhere."

I often hear people express this concern.

The reason ChatGPT can only create generic proposals is clear: "Because it knows nothing about this customer."

If you don't provide ChatGPT with the "context"—the customer's challenges, values, concerns, the decision-maker's personality, and the words that resonated in past interactions—ChatGPT can only output a "generic proposal template."

EMOROCO CRM Lite's narrative notes, emotional temperature, and ICX captures are the "best contextual information" to pass to ChatGPT.

By inputting "this customer's story," which has been stored in EMOROCO, into the ChatGPT prompt, you can generate proposals and follow-up emails that make customers feel like they were "written specifically for this customer."

This article explains a specific method for generating proposals and follow-up emails that leverage the customer's context by combining EMOROCO and ChatGPT.

Why "CRM x ChatGPT" is the best combination

Sales DX tools, like SFA and CRM, are systems for "customer information management" and "deal management." On the other hand, ChatGPT excels at text generation, summary summarization, and research support, reducing the workload of sales representatives. The two are not competing tools; using CRM and ChatGPT together is the most effective approach.

This point is absolutely correct. And the quality of ChatGPT's output fundamentally changes depending on "what CRM it's paired with."

Even if you pass the information that a typical CRM has—sales phase, probability of closing, contact date and time—to ChatGPT, all you'll get is a "generic proposal."

When EMOROCO passes the information it possesses—narrative notes, emotional temperature, ICX capture, self-actualization context, and resonated language frames—to ChatGPT, it creates "text written specifically for this customer."

[The quality of CRM information determines the output of ChatGPT]

General CRM information:
"Company A, Department Manager Tanaka, Negotiation Phase: Proposal Submitted, Probability: 60%"
↓ To ChatGPT
"General Proposal Format" (Content usable for any client)

Information about EMOROCO:
"Company A, Department Manager Tanaka"
Narrative Memo: Stronger interest in operational efficiency than in cost reduction.
During last month's visit, I found an environment where "on-site staff can focus on customer service."
My eyes lit up at those words. We are currently comparing and considering competitor company B,
I get the impression that they have concerns about Company B's support system.
Emotional temperature: Transitioning from warm to hot
ICX Capture: We prioritize the tangible sense of change on the ground over precise numbers."
↓ To ChatGPT
"A proposal that directly addresses the words and concerns of Department Head Tanaka."

Basic structure—which EMOROCO information to pass to ChatGPT

The EMOROCO information passed to ChatGPT consists of "five contextual elements".

[Five contextual elements to pass to ChatGPT]

① Emotional temperature and rationale:
"Current emotional temperature: Warm."
The response improved after last week's contact.
He proactively told me about the likelihood of budget approval."

② Narrative memo (recent contact record):
"Statements, reactions, and changes that occurred during last month's visit"
← Most important. This is the core of ChatGPT's "contextual understanding."

③ ICX Capture (Values, Obsessions, Taboos):
Rather than saying "cost reduction," it's more like "making things easier for those on the ground."
I react strongly to that expression.
"Stories from the field resonate more than numbers."

④ Information on decision-makers:
"The official person in charge is Section Chief Yamada, but the real power lies with Department Head Tanaka."
Department head Tanaka is a hands-on type and is skeptical about introducing IT.

⑤ Resonant linguistic frames:
"The expression that resonated with me last time:
"An environment where you can focus on customer service."
"Turning the minds of those in charge into organizational assets."

By entering these into the ChatGPT prompt, a personalized message for this customer will be generated.

Practice 1: Automatic generation of "sales proposals"—prompt templates that can be copied and used.

Prompt template (for proposals)

Copy the template below and enter the information within the brackets [] from your EMOROCO records.

[Sales Proposal Generation Prompt]

You are an experienced corporate sales professional.
Based on the following customer information, please create an outline for a proposal tailored to this customer.

■ Customer information
Company name: [Company name]
• Name and position of the person in charge: [Name and position of the person in charge]
• Industry and size: [Industry and employee size]

■ Customer's current situation and challenges (from EMOROCO narrative memo)
[Paste the content of the most recent narrative memo directly]

■ Emotional temperature and evidence
Current temperature: [Hot/Warm/Cool/Cold]
• Evidence: [Contents of the memo on the basis for emotional temperature]

■ Customer values and preferences (from EMOROCO's ICX capture)
[Paste the contents of the ICX capture field exactly as they are]

■ Information of decision-makers
[Decision-maker Field Contents]

■ Language frame that resonated with me last time
[Contents of the resonating language frame field]

■ Conflicts and Concerns
[Contents of the competitive landscape and areas of concern]

■ Products and services we propose
EMOROCO CRM Lite (¥1,500/month/user)

■ Items to be created
Please create a proposal outline that makes the most of the customer information provided above.
Please create it with the following configuration:
1. Introduction: Present a problem that the customer will find relevant (using the customer's own words).
2. The root cause of the problem (why is the problem occurring?)
3. Proposing solutions (using a framework tailored to the customer's values and preferences)
4. Specific effects (shown using metrics that customers value)
5. Proposed next steps

Precautions:
- Use language frameworks that resonate with customers, rather than focusing on "cost reduction."
Prioritize the image of on-site change over numbers (adapt to customer characteristics)
Include content that directly addresses the concerns of decision-makers.
Differentiation from competitors will focus on addressing customer concerns.

Examples of generation (before/after)

[Before: A generic proposal without context]

"Our CRM includes customer management, follow-up prevention, and dashboard functions."
We offer it. At a low cost of 1,500 yen per user per month,
This can significantly improve sales efficiency.
Please consider implementing it."

[After: Proposal that incorporates the context of EMOROCO]

"Mr. Tanaka said the other day that 'the person in charge on site is
"An environment where you can focus on customer service"—this is
Isn't this your company's real challenge?

Currently, the experience and memories of top-performing sales representatives are highly individualized and often tainted by their personalities.
Each time the person in charge changes, the relationship with the customer starts all over again.
The burden on those working on-site continues to increase.

EMOROCO CRM Lite is what's in the mind of the person in charge.
We transform the "context of customer relationships" into an organizational asset.
It's designed so that input can be completed in 3 clicks or less.
The person in charge on site does not waste any extra time
This creates an environment where you can focus on customer service.

You mentioned having concerns about Company B's support system.
Arcus Japan is an IT implementation support provider.
We will provide consistent support from implementation to successful adoption.

Practice ② Automatic generation of follow-up emails based on emotional temperature

The tone and content of follow-up emails will vary depending on the emotional level of the recipient. Here are some prompt templates for each.

Emotional temperature "Hot" - Emails that connect you to an appointment immediately

[Follow-up email prompt for hot topics]

Based on the following customer information, please create a follow-up email that naturally suggests scheduling an appointment.

Customer information:
Company name: [Company name]
• Name of person in charge: [Name of person in charge]
Emotional temperature: Hot (They initiated contact and responded proactively)
• Recent statements made during contact: [From narrative memo]
- Language framework that resonated with me: [From the language framework that resonated with me]

Creation conditions:
- 200 characters or less (readability is the top priority)
- Avoid starting with "Thank you for considering it" (avoid overused expressions).
- Naturally connect the conversation using specific words and topics that came up during the previous interaction.
- Introduce appointment proposals in a natural way (without being pushy).
- Create a subject line as well.

Output format:
【subject】
【Text】

Emotional Temperature "Warm" - Regular follow-up emails to maintain relationships

[Warm Follow-up Email Prompt]

Based on the following customer information, please create a natural follow-up email to maintain the relationship.

Customer information:
Company name: [Company name]
• Name of person in charge: [Name of person in charge]
• Emotional Temperature: Warm (Good and regular relationship continues)
• Narrative Memo (Most Recent): [Paste Content Here]
• Customer values and interests: [From ICX capture]

Creation conditions:
- No sales pitches (the goal is to maintain relationships)
- Touch upon topics and current events that the customer is interested in.
- An attitude of "I'll do whatever I can to help."
- A warm tone within 150 characters

Output format:
【subject】
【Text】

Emotional temperature "cool" - a cautious email attempting to repair the relationship

[Follow-up email prompt for cooling]

Based on the following customer information, please draft an email to carefully restore the relationship.

Customer information:
Company name: [Company name]
• Name of person in charge: [Name of person in charge]
Emotional temperature: Cool (less responsiveness, reduced contact)
• Notes from the last contact: [From the narrative memo]
Possible reasons for the cooling down: [From warning signs]

Creation conditions:
・No hard selling or pushing whatsoever
Start with a genuine concern: "How are you?"
- Naturally include just one common topic from your previous interaction.
- Lower the barrier to replying (e.g., "If you have the time").
- Use a tone that is not overwhelming, within 120 characters.

Output format:
【subject】
【Text】

Practice ③: Automating the formatting of "IS → FS handover memos"

I format the handover notes from inside sales to field sales using ChatGPT, based on the narrative in EMOROCO.

[IS→FS Handover Memo Formatting Prompt]

The following CRM records are read by field sales representatives before the first meeting.
Please format this as a "handover memo".

■ EMOROCO's Narrative Notes (Complete Record):
[Paste the full text of the narrative memo here]

■ Changes in emotional temperature:
[History of changes in emotional temperature]

■ ICX Capture:
[Contents of ICX capture]

Shaping conditions:
• Read in under 3 minutes (under 600 characters)
Organize it using the following structure:
1. How would you describe this customer in one word (within 30 characters)?
2. Effective Language Frameworks (Words to Use and Words to Avoid)
3. Personality and characteristics of decision-makers
4. Policy for addressing competition and concerns
5. What to talk about in the first 5 minutes (including icebreaker topics)
- Be mindful of the handover process so that customers don't feel like the person in charge has changed.

Practice ④: Automated generation of "Regular Meeting Agenda" (for Customer Support)

Before our regular customer success meetings, we pass EMOROCO's CS narrative to ChatGPT to automatically generate the agenda.

[Prompt for generating a regular meeting agenda]

Based on the following customer success records,
Please create the agenda for this month's regular meeting.

■ Customer information:
Company name: [Company name]
CS Phase: [Onboarding/Adoption/Expansion]
• Health Emotional Temperature: [Green/Yellow/Orange/Red]

■ Notes from last month's regular meeting:
[Paste last month's CS Narrative Memo]

■ Status of last month's homework (actions):
[Homework completion status]

■ Results and data that can be shared this month:
[Contents of the results]

Agenda creation requirements:
- Assumes a 60-minute regular meeting.
The process is: "Review of last month → Identify challenges → Share this month's information → Plan for next month."
- If the health emotional temperature is yellow or lower, be sure to include "time to listen to the customer's true feelings."
- In the expansion phase, include "ideas for additional uses."
• Specify the estimated time (in minutes) for each agenda item.

Operational Design – A System for Turning Prompts into Assets

To prevent ChatGPT prompts from being treated as "disposable" resources, we will create a system to manage them as organizational assets.

[Designing for Prompt Asset Creation]

Step 1: Prompt version control
Like "Proposal Prompt v1.0" and "Follow-up Email Hot Version v2.1"
Manage versions and save to a shared folder (Google Drive, Notion, etc.)

Step 2: A culture of sharing "prompts that resonated"
At the weekly SoI-PDCA meeting, we share "the best text generated by ChatGPT this week."
Everyone reviews the prompt and works to improve it.
→ Link EMOROCO's SoI-PDCA cycle with ChatGPT's improvement cycle.

Step 3: Prompt library categorized by industry and phase
For proposals to construction companies and follow-up emails to tax accountants.
For IS → FS handover and CS regular meetings.
Creating a library of prompts tailored to different industries and scenarios.

Step 4: Output Check Rules
Three rules for *not* using ChatGPT output as is:
① Always check proper nouns and numbers.
② Check for errors in the customer's name and job title.
③ Check if it contains any facts that are not written in the EMOROCO narrative.

Important Note: The Dangers of "Context-less Automation"

Finally, I will tell you the most important point.

The text generated by ChatGPT is a "starting point," not a "finished product."

While it's useful to use this as the framework for your proposal, you must always verify it before incorporating it into the final version of the document. In particular, competitor information and figures may contain errors, so it's important to cross-reference them with primary sources.

One thing to be particularly aware of when using the EMOROCO x ChatGPT combination is the fact that "the quality of the narrative memo determines the quality of the ChatGPT output."

If you hand ChatGPT a rough narrative memo ("Visited. Positive impression"), you'll only get a rough proposal. The quality of the narrative—such as "When did Manager Tanaka's eyes light up today, and what were his words?"—determines the output of ChatGPT.

In other words, to make the most of ChatGPT, the priority is to improve the quality of EMOROCO's narrative recordings.

"Developing the habit of writing narratives" → "Providing context to ChatGPT" → "Generating high-quality proposals and emails" → "Improving conversion rates" → "Strengthening the motivation to write narratives"—when this positive cycle begins, the combination of EMOROCO and ChatGPT will deliver maximum value.

Summary — EMOROCO x ChatGPT Utilization Design Checklist

Information preparation:
□ Is the narrative memo written to a quality that can be passed to ChatGPT?
□ Are ICX captures (values, taboos, hooks) recorded?
□ Is the resonant language frame field set and recorded?
□ Is information about the decision-maker recorded?

Prompt design:
□ Are prompts available for proposals and follow-up emails (categorized by emotional intensity)?
□ Is there a prompt for IS→FS handover?
□ Is there a prompt for the CS regular meeting agenda?

Operational design:
□ Can everyone access the shared folder via the prompt?
□ Do you have a weekly habit of sharing "examples of prompts that resonated"?
□ Is the three-stage checking rule for ChatGPT output being shared?

Continuing to write "this customer's story" in EMOROCO's narrative will provide ChatGPT with "the best context." Starting today, begin recording your narrative with the mindset of "writing to pass on to ChatGPT."
EMOROCO CRM Lite Product Page

Person who wrote this article

Shinsuke Matsubara

Arcus Japan Representative Director / CRM Consultant
Click here for detailed profile
He has worked as a system engineer, architect, and consultant at Accenture and other companies, an evangelist at Infragistics (Microsoft MVP for Dynamics CRM (now Microsoft MVP for Business Solutions)), and a solutions specialist at Microsoft (in charge of Dynamics CRM products).He currently leads a service team specializing in CRM, supporting CRM implementation and business launches for companies of all sizes.At the same time, he works as a CRM evangelist, spreading the idea of "true" CRM through events and article contributions.
Having learned CRM at Accenture, and having advocated and globally popularized CRM 2.0 (platform-based CRM) at Microsoft, he is a legitimate successor to CRM and the longest-serving active CRM expert (CRM consultant/CRM doctor), having received an award at Worldwide.
Since then, as a leading expert in CRM who advocates CRM 3.0 (Personalized CRM) and CRM 4.0 (Creative CRM), he has been interviewed and received numerous awards both domestically and internationally from publications such as The Wall Street Journal, Newsweek, TIME, WORLDCOM, Mainichi Shimbun (Weekly Economist), and Nippon Cultural Broadcasting. He has also been selected as a representative company of the Kansai business community by "Keizaikai" for four consecutive years.
book:Versatylist - How to become a "1 in 1" talent by age 35

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Topics

ChatGPT × EMOROCO CRM Lite — Designed to generate a "proposal tailored to this customer" simply by providing a narrative memo.

Why "CRM x ChatGPT" is the best combination

Basic structure—which EMOROCO information to pass to ChatGPT