01 / Problem
A new inquiry passed between several people, creating a risk that important information could be lost.
The client first sends an email. The salesperson needs to gather the client's requirements, the product development team then prepares the product formulation, and sales ultimately prepares the proposal.
With several people involved, it is not always immediately clear whose turn it is, what is still missing and which version of the data is correct.
- 01
Read the new email
- 02
Copy the client data manually
- 03
Ask the client for missing information
- 04
Send the collected requirements to the product development team
- 05
Prepare a proposal from the received information
02 / What we wanted to achieve
We wanted to ensure that no important information was lost and that each person immediately knew what to do next.
03 / Solution
We built one shared workflow from the first email to a prepared proposal.
The system prepares data and reminders, while people continue to make expert and sales decisions.
- 01
Reads the new email
Identifies a new business inquiry and prepares a brief summary.
- 02
Assigns a salesperson
The case receives an owner, and the system shows which information still needs to be collected.
- 03
Hands off to the product development team
Once the client's requirements are clear, it sends them to the team that prepares the product formulation.
- 04
Prepares a draft
Creates the first proposal draft from the technical data.
- 05
Human approval
The salesperson sets the price, reviews the content and decides what is sent to the client.
Where a person reviews the work
- each inquiry has an accountable salesperson
- the system stops if important information is missing
- it is clear which client requirements product development has addressed
- the system does not set the price or send the proposal on its own
04 / Result
Sales and product development now have the same view of each client.
Everyone can see who owns the inquiry, what the client wants and which step comes next. Information remains connected throughout the process.
We do not state time savings or increased sales because this impact has not been publicly measured and verified.
The system connects the first email, the salesperson, product development and the proposal draft.
Each inquiry receives an accountable salesperson and a clear next step.
The salesperson still sets the price, reviews the proposal and decides what is sent to the client.
What changed for the team
- everyone sees the same inquiry summary
- missing information is clearly flagged
- less manual copying between sales and product development
- the salesperson still decides on the price and proposal
05 / Important considerations
What needs to be considered.
- Time and financial impacts have not yet been publicly measured and verified.
- A good draft is possible only when the client's requirements are sufficiently clear.
- A person always approves the price, terms and final message.
Case study: We present an implemented solution. Time or financial impacts are not presented as measured results.