Who this helps
For sales teams, agencies and service businesses losing time between a new enquiry, a proposal and the next customer conversation.
1. Keep the enquiry with its context.
Record the company, contact and the customer's request in the CRM workflow. Keep the conversation attached to the relevant customer record when the configured channel supports it. Ask what the buyer is trying to achieve, rather than collecting a long list of fields that nobody uses. Missing requirements should be visible to the person preparing the next response.
- Record the enquiry and its business need.
- Check the channel and contact details before replying.
2. Give the next action an owner.
Set a pipeline stage, a responsible person and a follow-up task. A shared record helps another team member understand what happened without starting again. Review enquiries with no owner or no next action before adding more automation. Automating a vague process can create more reminders while leaving the original handoff unresolved.
- Assign one clear owner for the next action.
- Review the pipeline for enquiries without a follow-up.
3. Connect the proposal to the conversation.
Use Quote Studio to prepare catalog-based proposals, keep draft versions and publish the PDF that is ready to share. Make the scope, price and next decision clear. A recorded customer decision should give the team a useful next action. Do not treat a published PDF or a customer decision as an electronic signature or an automatic payment.
- Confirm the scope and the correct proposal version.
- Record the customer's decision and the next action.
4. Give AI the right context and limits.
Eligible Pharos AI Employees can help prepare work using selected business records and approved knowledge. Choose the relevant sales role and configure its access, channels and review controls. Growth unlocks AI Employees and limited Copilot; Business adds full Copilot access. Usage requires separately purchased AI Credits. A role name does not grant unlimited authority to contact customers.
- Approve the information and actions the role can use.
- Keep customer-facing decisions within the agreed controls.
5. Test the awkward cases too.
Try an enquiry with incomplete requirements, a pricing question that needs review and a customer who has already replied. Check what happens when information is missing or a configured connection is unavailable. Your team should be able to understand the resulting status and decide what to do next. A successful demonstration is a starting point for evaluating the workflow.
- Test a normal enquiry and an incomplete one.
- Agree who reviews exceptions and stalled handoffs.
6. Measure the business handoff.
Look at enquiries with a clear owner, completed follow-up tasks and the time spent preparing a useful proposal. Compare the same kind of work before and after the change. These observations can guide the next improvement; they do not establish a guaranteed sales uplift. Start with one repeatable process and expand after the team trusts the result.
- Review real examples with the people doing the work.
- Expand only after the first workflow is understood.
A useful next step
Better follow-up starts with context, ownership and a useful next step. Ask Get Lightning to map one sales bottleneck with you before deciding what to automate.