Inquiry Handling

Comprehensive workflow for managing customer inquiries from initial contact through requirements gathering and pricing to successful conversion

Objective

Efficiently process and respond to customer inquiries while gathering requirements and providing accurate estimates to maximize conversion rates

Participants (4 roles)

inquirySpecialist: Inquiry Specialist
salesConsultant: Sales Consultant
technicalAnalyst: Technical Analyst
pricingAnalyst: Pricing Analyst

Input

Customer inquiry via email, phone, website, or other channels

Output

Qualified opportunity with detailed requirements and pricing proposal

Process Flow

100%
flowchart LR
    node0["Receive Inquiry"]
    node1["Contact Client"]
    node2["Gather Requirements"]
    node3["Estimate Workload & Price"]
    node4["Gather Info"]

    node0 --> node1
    node1 --> node2
    node2 --> node3
    node3 --> node4

    classDef default fill:#1e293b,stroke:#3b82f6,stroke-width:2px,color:#e0e7ff,padding:10px

Performance Metrics

2-5 days

Avg. Completion Time

100-200 inquiries

monthlyVolume

15-25%

conversionRate

Within 24 hours

responseTime

Stages Overview

100%
PROPERTIES
STAGE 1
Receive Inquiry
STAGE 2
Contact Client
STAGE 3
Gather Requirements
STAGE 4
Estimate Workload & Price
STAGE 5
Gather Info
Stage Owners
Inquiry Specialist
Sales Consultant
Sales Consultant
Technical Analyst
Sales Consultant
Stage Workers
Sales Consultant
Inquiry Specialist
Technical Analyst
Pricing Analyst
Sales Consultant
Technical Analyst
Pricing Analyst
Duration
30 minutes
2 hours
1-2 days
1 day
4 hours
Output Fields
• Inquiry Source*
• Initial Requirements*
• Urgency Level*
• Contact Method*
• Qualification Status*
• Meeting Scheduled
• Detailed Requirements*
• Project Type*
• Technical Complexity*
• Estimated Hours*
• Proposed Price*
• Proposal Status*
• Proposal Document*
• Client Presentation Date
• Decision Timeline*
To-dos
• Log inquiry in CRM system
• Identify inquiry type and urgency
• Send acknowledgment email/call client
• Perform initial qualification
• Conduct requirements gathering meeting
• Document detailed specifications
• Estimate technical workload and timeline
• Develop pricing proposal
• Compile complete proposal package
• Review and finalize all documentation

Automation Rules

Automation 1: Custom Automation

If stage_entry, Then send notification to customer with message: "Thank you for your inquiry. We will contact you within 24 hours."

Automation 2: Custom Automation

If stage_overdue, Then escalate to salesManager with message: "Inquiry has not been contacted for 24 hours. Immediate action required."

Workflow Summary

Total Stages

5

Total To-dos

10

Output Fields

15

Automations

2