Enquiry notes
- Task
- Weekly operations reporting
- Files to use
- To confirm
- Who checks it
- To confirm
Notes for the team
You need a weekly operations report. We still need to know which files to use, who will check it and how much work it covers.
For the sales rep to check
Check the request and open questions before replying to the prospect.
Prepare a proposal from the lead record
A useful proposal starts with what the prospect asked for, what your team can deliver and which past work is relevant. A first test can use the enquiry, customer record, approved service information and selected proposals to draft an outline in your format. The salesperson checks the fit and every promise before using it.
For example, an inbound enquiry may mention a reporting problem but leave the data sources and implementation constraints unclear. The draft should state what is known, include questions for discovery and leave unsupported commitments open. A past proposal is reference material, not permission to reuse another customer's confidential information or promise the same outcome.
Receive the lead
Use an agreed trigger such as a submitted enquiry or a record selected by a rep.
Match the context
Identify the right contact, company and approved reference documents.
Prepare the draft
Use the team's format and flag missing scope details or conflicting information.
Review
Let the rep correct the proposal and decide how to follow up.
Follow up from the available conversation
A follow-up should reflect the latest reply, what your team already promised and any unanswered question. First check which emails and call notes are available. Omni can then draft a message for a person to check; it should not pretend to have read conversations it cannot access.
Test a replied thread, a declined offer and an account assigned to a different rep. A polite draft is still wrong if it follows up after an opt-out or misses a promise made on a call. Existing CRM and sequence features may already handle these cases; assess those before building additional automation.
Review CRM updates
Call notes and emails can support suggested changes to next steps, owners or deal stages. Present the existing field beside the proposed value and its source. The rep should be able to reject a suggestion without changing the record. Updates that affect a forecast or customer commitment need an agreed review policy.
A first test can suggest updates without changing the customer system. Direct updates need a confirmed connection, permission checks and a way to handle records that change while someone reviews a suggestion. Repeated requests must not create duplicate tasks or notes.
Bring renewal questions to the account owner
For renewals, a review note can collect open issues, the renewal date and promises made to the client. A quiet email thread is a reason to check in, not proof that the customer will leave. The client services page has more detail.
Agree what the rep reviews
| Step | Review requirement |
|---|---|
| Read approved lead records | Use only the sources and account access agreed for the pilot. |
| Draft a proposal or follow-up | Show supporting references and missing information. |
| Suggest a CRM field change | Show old and new values to the record owner. |
| Send to a prospect | Keep manual initially; add automation only with tested approval and recipient controls. |
| Make a commercial commitment | Refer to the authorised sales owner and approved terms. |
Check access to your CRM and documents
A CRM export and a small set of approved examples may be sufficient to evaluate the draft. Ongoing access to HubSpot, email, shared documents or another system depends on the interfaces and permissions available. We confirm update timing, ownership and data handling before including a connection. See how implementation works and the security requirements.
Questions sales leaders ask
How do we judge whether the drafts are useful?
Compare a representative set with the team's current work. Record factual corrections, unsupported commitments, review time and whether the proposed next step fits the conversation. Use the same acceptance criteria for each example.
Will this improve our conversion rate?
That needs proof from your sales records. A first test can measure draft quality and time spent preparing and checking it. Those measures alone do not prove more sales.
Do we need to change CRM?
We begin by checking what the current CRM can provide and what its existing features already solve. A replacement is not assumed.
What happens when information is missing?
The draft should show the gap or ask a question. During evaluation, include incomplete records and conflicting notes to check whether that behaviour is reliable.
Talk through your taskTell us whether proposals, follow-ups or record updates take the most time.