Sales & quotes
Inquiry qualifier
"Hi, roughly how much would something like this cost? Cheers, Markus." – Inquiries like this aren't bad inquiries. They're good ones – they're just missing half the information.
You'll get …
- 1
A structured inquiry, not a vague three-liner
Every inquiry arrives complete: what it's about, what's still missing and whether it's a good fit for you.
- 2
No more back-and-forth
What's needed, by when, which details are missing: the follow-up questions are asked before the inquiry reaches you.
- 3
Everything where you work
The prepared inquiry arrives by email, in your CRM or in your project tool – set up to fit your process.
01Intro
Right now that means replying, asking, waiting – and after a week of emails back and forth, nobody knows whether it's worth writing a quote. The qualifier brings those rounds forward and asks the prospect the right follow-up questions at the right moment. You still make the decision – but with everything on the table.
For context: the qualifier is the counterpart to the inquiry router – the router shows visitors the way BEFORE the inquiry, the qualifier prepares the inquiry FOR your team. And it never decides anything on its own: no automatic prices, no automatic rejections. Where sensitive data is involved (health, staff), a data protection concept is part of the project scope.
02How it works
- 01
Understand your inquiries
What kinds of inquiry come in, and what information do you need for each one to assess it? Usually it's four or five essentials – they're just never in the first email.
- 02
Design the follow-up questions
The questions are worded the way your customers talk – short, specific, with examples. If someone can upload a photo, they don't have to describe anything.
- 03
Define the inquiry brief
How should the result reach you? A structured email, an entry in your CRM, a card in your project tool – the inquiry brief fits your process, not the other way round.
- 04
Build it in and connect it
The qualifier becomes part of your website or inquiry process. Incomplete inquiries are politely completed rather than turned away.
- 05
Refine with real inquiries
After the first few weeks you can see where prospects drop out or what's still missing. We adjust the questions and the inquiry brief – until the team says: we can work with this.
03Stages
The entry level can work without AI – and still solves most of the problem.
Starter: the guided form
Structured required fields, and the complete inquiry goes to the team by email. No AI involved – and the back-and-forth still disappears.
Next step: smarter follow-up questions
A language model spots gaps in free-text answers, asks targeted follow-up questions and pulls everything together into an inquiry brief – with an initial view on urgency.
Full build: connected to your systems
CRM integration, file uploads with a data protection rule, an overview for prioritising – the qualifier becomes part of your toolkit.
04Try it yourself
Pick an inquiry as it arrives every day and let it be processed: the qualifier asks the follow-up questions, and line by line the complete inquiry for your team takes shape.
This is where the processed inquiry lands.
05Technical implementation
- Front end of your choice: guided form, chat or step-by-step wizard – on your website, in your design.
- The back end stores structured fields and generates the inquiry brief from them – not a chat transcript, but a readable document.
- From Tier 2, a language model asks follow-up questions where there are gaps and writes the summary; the required-field logic stays rule-based.
- Handover to where you work: email, Airtable, CRM (e.g. HubSpot, Pipedrive) or project tool.
- File uploads (photos, plans, documents) only with clear rules for storage and deletion.
- A simple score helps with sorting – it prioritises, it doesn't decide.
for context · This shows how something like this usually gets built – not how it has to be built for you. What actually fits is worked out in the project: around your existing setup, your team, and what stays easy to maintain.