Sales Systems
Enquiry-to-Booking and Referral System for a Creative Events Studio
An enquiry-to-booking system for a creative events studio in Southeast Asia. An AI front desk qualifies every WhatsApp and Instagram enquiry and hands ready clients to a person with a written brief.
- 5
- Qualifying questions per enquiry
- 3
- Follow-ups: day 1, 3, 5
- 4/5
- Readiness before handover
The problem
Enquiries arrived on WhatsApp and Instagram at all hours and many went unanswered or unqualified. Staff could not tell which leads were ready to book. Referrals, lost bookings and unpaid deposits were tracked informally.
What we built
- Front desk agent on WhatsApp and Instagram asks five qualifying questions.
- Automatic follow-ups on day 1, day 3 and day 5.
- Readiness meter kept separate from buying-signal marks.
- A person alerted at 4/5 readiness or on a price or visit request, with a copy-ready brief.
- Date-clash rule offers the nearest open date when a date is taken.
- Referral network with a thank-you queue, loss reasons with owners, and an invoice chaser.
Systems built
Front Desk Agent
Answers WhatsApp and Instagram, asks five qualifying questions, follows up on days 1, 3 and 5.
Readiness Meter
A five-step readiness score, kept separate from buying-signal marks.
Handover Alerts
A person is alerted at 4/5 or on a price or visit request, with a copy-ready brief.
Date-Clash Rule
Detects a booked date and offers the nearest open date instead.
Referral Network
Tracks who referred each client, with a thank-you queue.
Loss Reasons
Each reason for a lost booking has an owner and a fix.
Invoice Chaser
Reminds clients of deposits and balances as they fall due.
Results
- 5 qualifying questions asked on every enquiry.
- 3 scheduled follow-ups per enquiry.
- Handover to a person at 4/5 readiness, with a written brief.
- Every loss reason has an owner and a fix.