Inquiries, quotes, and customer follow-up

If two people reply to the same customer, if what happened to a quote lives only in an email thread, or if no one can say at month end how many inquiries became sales, the break may be at the quote stage. An inquiry that didn't make it into a record stays invisible when it's lost, and the cost can be felt by your customers and in your profit.

• Hotels: group, meeting, and wedding inquiries
• Real estate agencies: listing questions and follow-up after viewings
• Field service and maintenance: service and price requests

• Which channels inquiries arrive through, and whether one of them goes unwatched
• Who logs an inquiry, who replies, and where that gets written down
• How quotes are put together, and who talks to the customer once one has gone out
• Whether the reason an inquiry fell through is recorded anywhere
• What the written proposal could use as criteria: time to first reply, the share of inquiries with an owner, the share of quotes followed up, and losses with a recorded reason

When inquiries come through a single channel and there aren't many of them, a written rule on who looks after which inquiry may be enough, and Krafera builds nothing new. Where more is needed, it suggests the smallest of the steps below that can carry the work.

1. 1 Settings in the CRM you already use: an assignment rule, reminders, and a lost-reason field
2. 2 Without a CRM, a rule-based flow built on a form, a spreadsheet, and notifications: inquiries from each channel land in the record, and the owner is notified
3. 3 If the volume and the mix of channels outgrow that, a small inquiry panel for the team, with its upkeep set out in the proposal

• An inquiry record with its fields: channel, owner, status, and reason lost
• An assignment rule, plus who covers inquiries when the owner is away
• Reminders for the first reply and for follow-up after a quote
• A quote template the whole team works from
• A weekly summary of inquiries and quotes

• Replies to customers come from your team; if a reply draft is prepared automatically, a person approves it before it goes out.
• Pricing, discounts, and whether to take a job stay with your sales team; the setup only records those decisions.
• Connecting to messaging and social media channels through software depends on each channel's own terms; Krafera checks those terms, and any fees, on the channel's official pages when the decision is made.
• If a channel offers no access through software, inquiries enter the record by hand or through regular exports, and the scope narrows accordingly.
• The inquiry record keeps only the contact details the work needs. Before setup, Krafera agrees with you on how long they're kept, with Turkey's data protection law (KVKK) in mind, and it does the setup in your own accounts and documents it.
• Sending promotional messages to past customers isn't part of this work; if that need comes up, consent for commercial messages and registration with İYS, the national system Turkey uses to manage those permissions, are handled separately before setup.