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New enquiries → owners and next steps

Keep enquiries
moving.

Enquiries arrive through a website form, a shared inbox and the phone, and some simply wait too long. Altersoft builds workflows that capture each one, send it to the right person and make sure someone follows it up.

Discuss your enquiry handlingRead the details
enquiry-to-next-step.flowIllustrative example

Enquiries sit in three inboxes until someone noticesEvery enquiry has an owner and a next step

  1. Enquiries arriveWebsite form, email and a voicemail
  2. AI writes the lead cardNeed, area and timing in one place
  3. Sent to the right personKitchen enquiries go to Sam
  4. No reply yetAfter a day, a follow-up is drafted from your template
  5. Next step scheduledSam checks and sends it; a callback is in the diary

From enquiry to next step

Keep the personal touch.
Lose the forgotten leads.

For trades, agencies, service businesses and B2B suppliers whose enquiries arrive in several places, where nobody is quite sure who is replying and follow-ups depend on memory.

Your team still talks to the customer. The workflow organises the details, assigns an owner and reminds people, using follow-up templates you approve.

  1. Capture every enquiry

    Collect enquiries from your website form, a shared inbox and voicemail transcripts into one place, without changing how customers contact you.

  2. Write the lead card

    Pull out what the customer needs, where, by when and how to reach them, with the original message attached.

  3. Assign an owner

    Send the lead to the right person by service, area or workload, following rules you set. Unclear enquiries go to a named fallback.

  4. Prompt the follow-up

    If nobody has replied within your target time, draft a follow-up from your approved template and remind the owner to send it.

  5. Record the next step

    Log the reply and the next action, such as a callback or site visit, in your CRM or diary, so nothing depends on memory.

Illustrative example

A kitchen enquiry on Friday.
Nobody has replied by Monday.

Fictional scenario, not a customer case study or a live demonstration. Outcomes depend on your documents, data and systems.

The enquiry

A homeowner fills in the website form on Friday evening asking about a kitchen refit before Christmas.

The routing

The details are written up as a lead card and assigned to Sam, who handles kitchens in that area.

The follow-up

By Monday morning nobody has replied, so a follow-up is drafted from the company's template. Sam checks it, sends it and books a callback.

Systems & safeguards

Built around
your source of truth.

We assess access and data quality before promising a connection. These are integration options to scope, not ready-made connectors included in every project.

Website, email & phone

Connect your form provider and shared inbox. Voicemail needs a phone system that can provide transcripts; check that callers are told how messages are handled.

CRM & calendars

Create leads and tasks in HubSpot, Pipedrive, a spreadsheet or your own system where access allows, and add callbacks to the owner's calendar.

Rules & templates

Keep routing rules, response times and follow-up templates in one place you approve. Marketing emails need consent; this is for replying to enquiries.

Agree how your data is handled before connecting it

We scope who can access documents, which hosting and AI providers are used, retention and deletion, and what appears in logs. Use redacted samples for discovery. This page does not accept uploads or process any of your data.

Scope, delivery & pricing

Start with one
enquiry channel.

A fixed project quote follows a review of your inputs, systems and approval rules. The website's general starting price is not a price promise for this workflow.

Define a small pilot

Pick one channel, such as the website form, one routing rule and one follow-up template. Run it for a few weeks and check every lead card and reminder.

What affects the cost?

Document variety, data quality, integration access, rule complexity, permissions and volume. We agree delivery dates after this assessment; system access and data cleanup can extend the work.

Make running costs explicit

The proposal should separate the build from hosting, AI usage, third-party licences, maintenance and future changes, specifying what is included and who owns each ongoing task.

Estimate the opportunity using your own numbers

For illustration only: 80 enquiries a month × 5 minutes less sorting and chasing each = about 7 hours of capacity. At an assumed £30 per hour, that is £200 of staff time before software costs. It says nothing about extra sales, which depend on your team; validate the assumptions in a pilot.

See our general pricing approach · Meet the engineer who builds it

Free first chat

Where do your enquiries
get stuck?

Tell us roughly how many enquiries you get, where they arrive and who handles them. No customer data needed for the first conversation.

Discuss your enquiry handling

Or call +44 7441 113592