Convert · Turn enquiries into customers
AI Enquiry Manager: an enquiry management system that gives every enquiry an owner
Capture, classify and follow up enquiries so nothing sits unanswered.
We reply within one working day. No obligation.
Enquiries arrive everywhere and belong to no one
Website forms, the info@ mailbox, personal inboxes, chat, WhatsApp and phone messages all hold enquiries.
- 01Sales enquiries, support questions, supplier emails and complaints land in the same places.
- 02Nobody can say how many enquiries came in last week, or how long people waited for a reply.
- 03Follow-up depends on someone remembering to do it.
- 04None of these is a disaster on its own. Together they mean work is lost without anyone noticing.
What the AI Enquiry Manager does
One log of every enquiry
Enquiries from forms, email, shared mailboxes, chat and WhatsApp are recorded in one place, with phone enquiries added in seconds.
Sorts them
Each enquiry is classified: new sales enquiry, existing customer, supplier, complaint or junk. Support-style and sales-style enquiries go down different routes.
Scores them
Sales enquiries are scored on value and urgency using criteria you set, so the ones worth dropping everything for are obvious.
Gives each one an owner
Rules assign each enquiry to a named person or team, who is notified in Outlook or Microsoft Teams.
Watches the clock
Every enquiry has a response target. If it is missed, the owner is reminded, then a manager is told.
Reports what happened
A daily summary and a simple dashboard show enquiries by channel, response times and outcomes.
One system built from the Convert services
The AI Enquiry Manager combines three Convert services into one outcome. The AI Front Desk gives the customer an immediate reply. The Shared Mailbox Assistant sorts and drafts inside your Outlook mailboxes. Your lead management system or CRM holds the pipeline once an enquiry becomes a real opportunity. You do not need all three on day one; we start with the part that is losing you the most work.
Enquiry management software, or a system built around you?
Off-the-shelf enquiry management software and customer enquiry software ask you to work their way. The AI Enquiry Manager is designed and built around how your business already works, on the Microsoft 365 you already use, and connected to the systems you rely on. It is not an off-the-shelf product.
Next step
We reply within one working day. No obligation.
What the AI does, and what the rules do
AI lead management is good at reading messy messages: working out what someone wants, how urgent it is and pulling out the details. Rules are better for decisions you want to be predictable, such as who owns which type of enquiry and how long before an alert. We use each for what it does best, and you can see and change the rules.
What you get
A map of every route enquiries take into your business today.
Categories, scoring criteria, owners and response targets agreed with you.
The AI Enquiry Manager connected to your chosen channels.
Alerts and escalations in Outlook or Teams.
A daily summary and enquiry dashboard.
Testing with real past enquiries, team walkthrough and handover notes.
What it is built with
Power Automate to collect and route enquiries, Copilot Studio or Azure OpenAI to read, classify and score them, Microsoft Lists or your CRM as the enquiry log, Outlook and Teams for alerts, and Power BI or a simple list view for reporting.
How we set it up
- 01
Understand
We trace every route enquiries take into the business and what happens to them.
- 02
Assess
We measure where enquiries are delayed or dropped and agree categories, owners and targets.
- 03
Improve
We build the AI Enquiry Manager channel by channel and test it with real enquiries.
- 04
Support
We review the numbers with you after launch and adjust. Ongoing support is available.
What it looks like in practice
Illustrative example, not a client result: a training provider gets course enquiries through its website, bookings questions to info@, corporate requests to the directors' own inboxes and messages on WhatsApp. With the AI Enquiry Manager, all four feed one log. Corporate requests are scored highest and go to a director within minutes, routine questions go to the admin team with a draft reply, and a Friday summary shows response times by channel.
FAQs
Common questions
What is an enquiry management system?
It is customer enquiry management in one place: a way of making sure every enquiry is recorded, sorted, owned and answered, whichever channel it arrives through. It shows what came in, who is dealing with it and how long people are waiting.
Is it a CRM?
No, though it works with one. The AI Enquiry Manager handles enquiries as they arrive, including support questions and supplier emails. Genuine sales opportunities then move into your CRM or lead management system.
Do we need all the Convert services?
No. We start with the part that is losing you the most work, which might be the first reply, the shared mailbox or follow-up, and build from there.
Can it measure our response times?
Yes. Every enquiry has a time received, a time first answered and an owner, so response times by channel and person are easy to see.
What happens to our data?
It uses Microsoft services under your existing Microsoft agreement wherever possible, and we document what it reads, stores and who can see it.
How much does it cost?
It depends on the number of channels, the systems involved and the reporting you need. We scope it after the consultation and give you a clear proposal before any work starts.
Tell us what is not working
You don't need a fully defined project before you talk to us. We reply within one working day.