Use case · Sales
Every enquiry in the CRM, without retyping
Enquiries arrive through the website, a shared inbox, a phone note and a marketplace message, and each one waits for somebody to type it into the CRM. We capture them where they arrive, read the details and create the contact and the deal for you.
Enquiry to CRM
- FormEnquiry receivedWebsite contact form
- AIDetails readCompany, product, quantity, deadline
- CRMDuplicate checkExisting contact found and updated
- CRMDeal createdStage: New enquiry
- ChatOwner notifiedWaiting for first reply
How you know you have this problem
Enquiries sit in a shared inbox until somebody has time to forward them
The CRM is filled in at the end of the week, from memory
The same company exists in the CRM three times under slightly different names
Nobody can say which channel an enquiry came from
What we build
How it works once it is running
- 01
Capture at the source
Website forms, the sales inbox and any other channel you use are connected directly, so an enquiry is picked up the moment it arrives.
- 02
Read and check
An AI step reads free-text messages and pulls out who is asking and for what. Anything it is unsure about is marked for a person to check.
- 03
Create or update
The workflow looks for an existing contact and company first, then creates or updates the record and opens a deal in the right pipeline.
- 04
Assign and notify
The deal is assigned by your rules, such as region or product, and the owner gets a message with the details and a link.
What you get
- Every enquiry recorded in the CRM with its source
- Duplicate checking before a new contact is created
- Assignment rules you can read and change
- An alert to a person when a run fails, so nothing is lost
What we need from you
Access to the CRM and the channels where enquiries arrive
Your rules for who gets which enquiry
A few real enquiries to test with
One person who answers questions during the build
Questions about this use case
We do not have a CRM yet. Can we still start here?
Yes, but the CRM comes first. We set up a simple pipeline around how you sell, then connect the enquiry channels to it. The two fit into one pilot more often than not.
What happens when the AI reads an enquiry wrongly?
The original message is always attached to the deal, and fields the model was unsure about are marked. The salesperson sees both and corrects it in the CRM; nothing is sent to the customer automatically.
Can it handle enquiries by phone?
Phone calls need a person to note them down, but we can make that a short form on a phone or in chat that feeds the same workflow, so calls end up in the CRM the same way.
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Open use caseShow us one process. We will show you what it could look like.
The analysis is free, takes about an hour of your time, and ends with a written summary you keep.
Prefer to read first? See examples