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Sales operations and inbound handling

Inbound enquiries land in an inbox and a form, and a senior person qualifies, enriches and chases each one by hand while the CRM falls behind reality.

Pipeline problems in services companies are usually handling problems. The enquiry arrives, somebody reads it, looks the company up, decides whether it fits, and writes a reply between other work. Outproduce maps that handling and installs it in your CRM and inbox, so every enquiry has an owner, a state, and a quote that waits for a person to send it.

Book a callSee the workflows
  • CRM
  • Shared inbox
  • Web forms
  • Document store
  • Calendar
  • Quote templates

Signals

You recognise this when

  • 01Enquiries sit unanswered because the person who qualifies them was in meetings.
  • 02The CRM is updated after the fact, so forecast conversations start with arguments about the data.
  • 03Quotes are rebuilt from the last similar quote somebody can find.
  • 04Renewal notices and follow-ups depend on a reminder in somebody's calendar.

What we build

The workflows, and how each one runs.

Each trace shows one run with sample records: what runs on its own, what waits for a person, and what is escalated.

Enquiry capture and qualification

By hand. Each enquiry is read, looked up, judged against criteria nobody wrote down, and typed into the CRM if there is time.

Installed. We install capture that creates the record, enriches the company and contact, scores it against your written criteria, and routes it to an owner.

  1. Capture

    Form, inbox and phone enquiries create a CRM record with the original message attached.

    Automated
  2. Enrich

    Company and contact details are added from your approved sources.

    Automated
  3. Qualify

    The enquiry is scored against the written criteria and routed to an owner.

    Automated
  4. Own

    The named owner accepts the enquiry or reassigns it with a reason.

    Human approval
  5. Unclear fit

    An enquiry the criteria cannot place is raised rather than scored.

    Escalated

Quote assembly

By hand. Quotes are assembled from an old document, re-priced from memory, and checked by whoever is free.

Installed. We install assembly that builds the quote from your current rate card and scope library, and leaves it drafted for the owner to price and send.

  1. Gather

    The enquiry, scope notes and account history are pulled together.

    Automated
  2. Draft

    The quote is assembled from the current rate card and approved scope wording.

    Automated
  3. Non-standard

    Anything outside the rate card is flagged for a pricing decision.

    Escalated
  4. Price and send

    The owner sets the final price and sends the quote.

    Human approval
  5. Track

    The sent quote, its version and its state are recorded on the opportunity.

    Automated

Follow-up and renewal notices

By hand. Follow-ups and renewal notices rely on calendar reminders, so the ones that matter get sent and the rest quietly do not.

Installed. We install a cadence that tracks every open quote and upcoming renewal, drafts the next contact, and waits for the owner before anything goes out.

  1. Watch

    Open quotes and approaching renewal dates are tracked against the account.

    Automated
  2. Draft

    The follow-up or renewal notice is prepared with the account context attached.

    Automated
  3. Approve

    The owner sends, edits or stops the contact.

    Human approval
  4. Stalled

    A quote with no response after the agreed window is raised to the sales lead.

    Escalated
  5. Update

    Outcomes are written back to the opportunity and the forecast view.

    Automated

What stays with people.

Controls are written into the Operating Map before the build and shown in the system while it runs.

Control rules

  • Nothing is sent to a prospect or customer without the named owner approving it.
  • Pricing outside the rate card is a human decision, recorded against the opportunity.
  • Qualification criteria are written down and versioned, and a change needs an approval.
  • Enrichment uses only approved sources, and what it found is shown on the record.

Systems connected

  • CRM
  • Shared inbox
  • Web forms
  • Document store
  • Calendar
  • Quote templates

What we measure

Baseline first, then the delta.

Relevant proof

Outproduce-owned live product

AutoAdy

A live Outproduce-owned product built as authenticated operating software: connected account records, decision queues an operator can inspect, and managed access and operating state. It shows the build depth behind a controlled sales operating surface.

Read the build recordAll build records

Related

Questions about sales ops.

Does this send outbound messages for us?

No. It prepares the contact and holds it. A person sends. The install is about handling what arrives and what is already open.

What if our qualification rules are not written down?

Writing them down is part of the Operating Map. The install encodes what you agree, and raises anything the rules cannot place.

Will the CRM stay the system of record?

Yes. Records, quotes and outcomes are written back there so the forecast view reflects what actually happened.

Start here

Show us the workflow.

Tell us what starts it, who owns the result, which tools carry it, and where it stalls. We will tell you whether it is ready to map.

Book a 20-minute callOr send it in writing
Strong fit

The workflow repeats

One person owns the result

The records exist

Several tools carry the work