From a new enquiry to a booked conversation.
A café owner asks for help. The enquiry reaches the CRM, gets an owner and receives a helpful reply. When a call is booked, the records update and booking reminders stop.
Follow the workflow
Watch the overview, then explore each step below.
Read the video transcript
A new enquiry. Who follows up? Their enquiry goes straight into HubSpot, alongside your previous conversations. Check whether they need the services you offer. Give the right person the context and a next step. Send a friendly reply with a link to book a call. Once they book, HubSpot updates and booking reminders stop. See this for your business. Request a personalized demo.
- 01Capture the enquiryWebsite form
- 02
Keep the contextZapier → HubSpot - 03
Check the service fitZapier - 04
Give it an ownerHubSpot → Slack - 05
Send the first replyGmail - 06
Update after bookingCalendly → HubSpot
Capture the enquiry
Nadine Baptiste at Tin Lantern Coffee asks Hale & Iqbal Bookkeeping for monthly bookkeeping for two cafés. The request starts in the firm’s existing website form.
- Customer
- Nadine Baptiste · Tin Lantern Coffee
- Needs
- Monthly bookkeeping for two cafés
- Current setup
- QuickBooks Online
Keep the context
The workflow matches Nadine’s email to her existing HubSpot contact and attaches the new enquiry. Previous conversations stay with the same record.
- Contact
- C-1042
- Enquiry
- ENQ-104 attached
- Duplicate contact
- Not created
Check the service fit
The firm offers monthly bookkeeping and works with the setup Nadine described. Those agreed checks pass. Missing or unclear details go to a person.
- Requested service
- Monthly bookkeeping
- Supported setup
- QuickBooks Online
- If unclear
- Rhys reviews the request
Give it an owner
Rhys Calder is assigned the enquiry in HubSpot. Slack gives him the customer context and a link to the follow-up task.
- Owner
- Rhys Calder
- Task
- TASK-88 · call Nadine
- Due
- Today at 10:12
Send the first reply
The workflow sends the firm’s approved reply with a Calendly link. It sends once for this enquiry, while Rhys remains responsible for the conversation.
- Recipient
- Nadine Baptiste
- Next step
- Choose a time to talk
- Duplicate protection
- ENQ-104
Update after booking
Later, Nadine chooses a time. The confirmed booking is linked to the same enquiry, and its unbooked reminders stop. Rhys still needs to prepare for the call.
- Meeting
- 27 Oct · 14:00
- Booking
- BOOK-221
- Next step
- Rhys prepares for the call
Fictional sample data. These simplified views show how your existing tools could work together. This walkthrough doesn’t run AI, send messages, or connect to live systems.
Every enquiry has context, an owner and a next step.
This is a workflow concept, not a promise of measured results. Equivalent implementations depend on the systems and process involved.
What we would work through together
- Choose the enquiries you want to handle, the details you need and who takes ownership.
- Agree how returning contacts are matched and how duplicate replies are prevented.
- Write the first reply together and decide when a person should review an unclear request.
- Connect bookings to the right enquiry and stop reminders once that booking is confirmed.
What keeps needing
another follow-up?
Show us where enquiries, quotes or client handoffs get stuck.
We’ll help you see the scope, the cost and a better way through.