B2B sales and services · Sample scenario
Sorting incoming sales inquiries
Company and need details are extracted from form and email inquiries, checked against clear rules, and handed to the right sales rep with a summary.
Problem
The sales team handles every inquiry the same way: good-fit requests wait in a shared queue, and time is lost on incomplete ones.
How it works today
Inquiries land in a shared inbox and the website form. Someone reads them, copies them into the CRM by hand and splits them among reps, usually by rotation rather than by need.
What this scenario changes
AI extracts the company name, size, industry and need from the inquiry. If the required fields are complete, the team's written fit rules (service area, region, company size) are applied, a short summary is prepared, and the inquiry is assigned to the rep for that area with a reply task. If details are missing, a follow-up question is sent.
The process step by step
- New inquiry: Website form or email
- Company and need extracted: Text is structured
- Required fields checked: Size, need, contact
- Are the details complete?: All required fields are filled
- Fit rules: Service area, region, size
- Summary prepared: 3 sentences for the rep
- Rep assigned: Owner for the area
- Reply task: Task with a due date in the CRM
Exception path
- Coordinator sends a follow-up question: Missing fields are requested
- Inquiry on hold: Not assigned until a reply arrives
The role of AI
Extracts company details and the need from a free-text inquiry and writes a short summary for the rep. It does not invent a fit score or a "hot/cold" rating.
Human approval and exceptions
If company size or need is unclear, the inquiry is not routed on a guess; the sales coordinator approves sending a follow-up question.
Frequently asked questions
Does AI give the inquiry a fit score?
No. Routing follows only your written rules; AI extracts the details and writes a summary, it does not invent a score.
What happens if the rules change?
The rules are stored separately in the CRM and the sales lead can update them; new inquiries are routed with the updated rules.
Is a question sent to incomplete inquiries automatically?
A question template is prepared, and the coordinator approves sending it so the client does not get an irrelevant question.