Enquiry & Follow-up Installation
Give every enquiry a clear next step
Give each enquiry a clear next step. We connect your forms, inbox, calendar, and customer records so new requests are captured, routed, and followed up. Where useful, AI prepares a response for your review.
Does this sound familiar?
- Web enquiries sit in a shared inbox until someone remembers to check.
- Two of us answered the same request last week, and another one got no reply at all.
- We send a quote, then nobody follows up unless the client chases us.
- I can't tell you how many enquiries we got last month or where they came from.
- Booking a first call takes four emails back and forth.
Illustrative example · Land surveying firm
A 12-person surveying firm gets quote requests from lawyers, realtors and homeowners by web form, email and phone. The office manager copies them into a spreadsheet when she has time.
Before
- Requests arrive in three places and get copied into a spreadsheet by hand.
- Quotes go out, but follow-up depends on who remembers.
- A request tied to a property closing date looks the same as every other request.
After setup
- Form and email requests land in one list, with the property address, client type and deadline pulled out.
- A draft reply with the right fee schedule and a booking link waits for the office manager to approve.
- Quotes with no response after five business days appear on a follow-up list.
How it works
- 1
Agree what a good response looks like
We set targets together: how fast a first reply should go out, who owns each type of enquiry, and what counts as followed up.
- 2
Map where enquiries come from
We trace every way requests reach you: forms, email, phone messages and social inboxes. We note where they stall, get answered twice or go missing.
- 3
Connect and test the flow
We link your forms, inbox, calendar and CRM, write reply templates with you, and test them on real past enquiries before anything goes live.
- 4
Check it after a month
We review response times, missed follow-ups and the drafts your team changed. Then we adjust the routing rules and templates.
Your setup can include
- Enquiry capture
- Response drafts
- Booking links
- Follow-up reminders
- A shared view of what needs attention
What you bring
- Access to the inbox, web forms and calendar your enquiries come through
- A sample of past enquiries and replies you were happy with
- Your current fees, service areas or eligibility rules
- One person who owns enquiries and signs off the setup
What we handle
- Mapping how enquiries arrive and who should get each type
- Connecting your forms, email, calendar and CRM or spreadsheet
- Writing reply templates and draft instructions with your team
- Follow-up reminders and a shared list of open enquiries
- Testing with past enquiries before go-live
- Written instructions and a walkthrough for your team
What this is not
- We don't send replies without a person approving them unless you decide otherwise.
- This won't create new demand. It makes sure the enquiries you already get are answered and tracked.
- If your form or CRM can't connect to the rest, we tell you before work starts and give you the options.
Tools we often work with
We start with what you already pay for. These are common, not required.
- Microsoft 365
- Outlook
- Google Workspace
- HubSpot
- Pipedrive
- Calendly
- Microsoft Bookings
- Zapier
- Make
How we usually work on this
Build & Hand Over suits most enquiry setups. Choose Build & Care if the flow connects several tools, since a change in one can break it and someone should be watching.
Ways to work togetherQuestions about enquiry & follow-up
Will AI reply to our customers on its own?
Not unless you choose that. By default, AI writes a draft and someone on your team reads it, edits it and sends it. Later you might let simple messages go out automatically, such as a booking confirmation. You decide which types qualify, and you can switch it back at any time.
Do we need a CRM?
No. If you already use HubSpot, Pipedrive or a similar tool, we connect to it. If you track enquiries in a spreadsheet or in Outlook, we can work with that and tell you plainly whether a CRM would help. We won't push you into software you don't need.
What about enquiries that come in by phone?
Phone enquiries can go into the same list. One option is a short form staff fill in after a call. Another is voicemail transcripts sent to the shared inbox. We pick the one your team will actually use, because a step people skip just creates a new gap.
How much does it cost?
Pricing is scoped per project. It depends on how many enquiry sources we connect, the tools involved and the support you want after launch. Your proposal lists our fees and, separately, any software subscriptions or AI usage costs, so you can see what you pay us and what you pay vendors.
Who owns the setup when you're done?
You do, by default. We build in your accounts and under your subscriptions wherever the tools allow, and you get written instructions for each automation. If anything has to run in an account we manage, the proposal says so and explains how it moves to you. Connected tools do change, so a setup nobody watches may need repairs over time.
Related answers
How much does an AI consultant cost a small business in Canada?
What drives the cost of AI work for a Canadian small business: the build, the software, ongoing care, and what a fair proposal should spell out.
EnquiriesHow to respond to enquiries faster without hiring another person
Measure your current reply time, route every channel into one queue, send an instant acknowledgement, then use AI to draft replies your staff approve.
MeasurementHow to tell whether your AI project actually worked
Pick one before-and-after number, record a 2 to 4 week baseline, track quality and adoption as well as speed, and set a stop rule before you start.
Turn more enquiries into conversations. Tell us where it gets stuck.
Tell us what you are working toward and what keeps getting in the way. We will help you identify a practical next step.
Start with what you want to achieve
You can describe the problem in your own words. We will work through the possibilities together.