In this episode of Notion in Practice, Tim and Jerwin sit down with Matthew Shaw and Dave Merriweather from Ionix Digital to unpack how they rebuilt their entire sales-to-delivery process on Notion and Notion AI.

Ionix work with time-poor clients across construction, infrastructure, mining, rail and services – people who can close deals in a room but hate the admin it takes to get there. Traditionally, their sales team would run long discovery calls and pitches, then try to “re-say” everything in a handover meeting with copywriters, designers and developers.

Important context slipped through the cracks, projects dragged out, and rewrites piled up.

Now, every discovery conversation is captured as a transcript, stored in Notion, and becomes a shared source of truth. Notion AI sits on top of those 70–80 page transcripts, letting the delivery team:

Ask detailed questions and get instant, accurate answers
Understand the client’s goals and language as if they’d been in the room
Write content and design assets that hit the brief on the first pass

Matthew and Dave share:

Why tools like Monday.com and Wrike weren’t the right fit for their workflow
How they designed a single client page that connects sales, delivery, tasks and transcripts
The real impact on quality: fewer complaints, fewer rewrites, and more consistent outputs
How Notion AI helps them halve overall delivery timelines without cutting corners
The internal AI tools they’ve built to critique client collateral and train the sales team
What they learned about change management when rolling Notion out to two very different teams

If you run a services business, agency or consulting firm and struggle with handovers, inconsistent delivery or time-poor clients, this episode will give you a concrete example of how to:

Turn conversations into assets
Build a living knowledge base out of transcripts
Use Notion AI as a partner for both sales and delivery

Three Actionable Takeaways

Turn every client conversation into a searchable asset.
Record discovery and pitch calls, store the transcripts in Notion, and let Notion AI answer detailed questions later instead of relying on one person’s notes and memory.
Design a single shared workspace for sales and delivery.
Create a unified client page that links deals, transcripts, briefs, tasks and assets so delivery can start with full context instead of fresh questionnaires and repeat conversations.
Use AI to cut waiting time, not quality.
Let AI reduce back-and-forth, rewrites and clarifications so the team can spend their time on higher-quality writing, design and strategy – which is where the real value is.

Three Actionable Takeaways

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