Enquiry Management System No lead goes cold because nobody owned it.

Every walk-in, phone call and website form recorded against a handler with a callback date — plus the email and WhatsApp templates to answer them the same day.

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Capture
Assign
Follow up
Convert
Report

Enquiry Management System — Sysfo Enquiry — Manage Enquiries screen

18 screens in the module

8 enquiry reports

2 template libraries: Email & WhatsApp

1 handler accountable for each lead

Why Sysfo Enquiry

The enquiry you lose is the one nobody was accountable for.

Leads rarely die of rejection. They die of silence — the callback nobody diarised, the walk-in only one person remembers, the website form that went to an inbox on leave. This enquiry management system makes ownership and the next date compulsory, then reports on both.

Captured, however it arrives

Walk-in, phone, referral or the website contact form — which writes the enquiry itself, so nothing depends on someone forwarding an email.

Owned by a person

Every enquiry carries a handler and a callback date. The handler log records each reassignment, so ownership is never ambiguous.

Answered from a template

Email and WhatsApp templates, grouped in categories — written once, approved once, used by everybody.

The path

From a phone call to a client record.

Captured
Recorded in seconds, from any source.
Assigned
A handler owns it; a callback date is set.
Followed up
Logged contact by contact.
Quoted
Becomes a proposal, if you run that module.
Won
Becomes a client and a sales order.

Why leads go missing

Not because anyone decided to drop them. A walk-in is remembered by one person, a callback is promised verbally, a website form lands in an inbox that is on leave. None of that is visible to a manager until the month ends badly.

What changes

Ownership and the next date become fields, not intentions. The handler sees their own call list, the manager sees what is overdue across the team, and the source of every lead is recorded while it is still known.

Capture & ownership

Three fields decide whether a lead survives.

Who it is, who owns it, and when they will call back. Everything else is detail that can be filled in later — so recording a walk-in never takes longer than the walk-in does.

Enquiry Management System — Add Enquiry screen — Add Enquiry — contact, product, enquiry type, callback date and the employees assigned to it.

Record it

Add enquiry — name, contact, location and what they want
Enquiry For and Enquiry Type masters keep the categories clean
How Did You Find Us master makes source reporting possible
Search enquiry across every field, however it was spelt

Own it

Handler assigned at capture, or reassigned later
Enquiry Handler Log — every reassignment, with who and when
My Enquiries — each person’s own list, nobody else’s
Callback Date Report is simply today’s call list

Answered the same day

The first reply does not wait for someone to be free.

An acknowledgement goes out the moment the enquiry is recorded, from a template you approved — so the lead knows they reached a real company while the handler is still reading it.

WhatsApp · SMS · Email

Thank you for your enquiry, Zenith Retail. Your reference is ENQ-02184 and Rahul Mehta will call you on 13-Oct-2026. — Sysfo Software Solutions

11:04 AM ✓✓

From your website

The contact form on your site writes an enquiry directly, so a form filled at midnight is on somebody’s list at nine.

Reassigned cleanly

When a handler leaves or goes on leave, enquiries move with a logged reason — the history stays with the lead, not with the person.

Found again

Search Enquiry covers every field, so the caller who says “I spoke to someone last month” is located in seconds.

Templates & reporting

Which lead source is worth the money.

Because every enquiry carries a source, a location, a handler and a date, the eight reports answer the only questions that matter: where should we spend, and who is converting?

Where leads come from

Summary by Location — which cities and regions respond
Summary by Date / Month / Year — volume and seasonality
Enquiry Report — the full filtered list, exportable

How the team performs

Handler-wise Summary — load and outcome per person
My Enquiries — the individual’s own view
Callback Date Report — what is due and what is overdue

Handler-wise Summary October 2026 · sample data

Handler	Assigned	Contacted	Quoted	Converted	Overdue	Conversion
Priya Sharma	46	44	19	11	1	23.9%
Rahul Mehta	38	33	12	6	3	15.8%
Sneha Kulkarni	29	29	14	9	—	31.0%
3 handlers	113	106	45	26	4	23.0%

Sample figures — assigned, contacted and converted are all recorded, so the ratio is a fact rather than an impression.

Enquiry Management System — Enquiry Report screen — Enquiry Report — every enquiry with its handler, source and callback date, filtered and exportable.

Every screen in the module

All 18 screens, by name.

Template Categories
Email Templates
WhatsApp Templates
Add Enquiry
Manage Enquiries
Search Enquiry
Enquiry Handler Log
How Did You Find Us Type
Enquiry For
Enquiry Type
Enquiry Report
My Enquiries
Handler-wise Summary
Callback Date Report
Summary by Location
Summary by Date
Summary by Month
Summary by Year

All eighteen screens. Templates use the same trigger machinery as the rest of the platform, so an enquiry acknowledgement behaves exactly like an invoice notification.

Works on its own

The Enquiry module is complete by itself — capture, ownership, follow-up and reporting — and needs nothing else switched on to be useful from the first day.

Better with the rest

With Proposal, a won enquiry becomes a quotation. With Sales & Invoicing, an accepted quotation becomes a client, an order and an invoice — without the lead’s details being typed a second time.

FAQ

Enquiry Management System — frequently asked questions

What is an enquiry management system?

It is software that records every sales enquiry — walk-in, phone call, referral or website form — against a named handler with a callback date, so follow-ups are not forgotten. Sysfo Enquiry has 18 screens, Email and WhatsApp templates and 8 reports.

Can website enquiries be captured automatically?

Yes. The contact form on your website writes the enquiry directly into the system, so it is on a handler’s list without anyone forwarding an email.

How are enquiries assigned and followed up?

Each enquiry gets a handler at capture or later, plus a callback date. The Enquiry Handler Log records every reassignment, My Enquiries shows each person their own list, and the Callback Date Report is the day’s call list.

Can we reply by WhatsApp and email?

Yes. Email and WhatsApp templates are grouped in categories, and an acknowledgement can go out the moment an enquiry is recorded, quoting the reference number and the handler’s name.

Which reports show lead source and conversion?

Summary by Location, Date, Month and Year show where and when leads arrive; the Handler-wise Summary shows assigned, contacted, quoted and converted per person, and the Enquiry Report gives the full filtered list.

Can an enquiry become a quotation and an invoice?

Yes, when the Proposal and Sales & Invoicing modules are switched on: a won enquiry becomes a proposal, and an accepted proposal becomes a client, sales order and invoice without re-typing.

Get started

Stop losing leads you already paid for.

We set up your enquiry types, sources and handlers, connect your website contact form, load your email and WhatsApp templates, and train the people who answer the phone.

1
Live demo
Capture, assignment, callbacks and the conversion reporting.
2
Setup & data
Masters, handlers, website form and your acknowledgement templates.
3
Training & go-live
Front desk, sales team and the manager’s daily review.

Every enquiry owned by a named handler
A callback date on every open lead
Website contact form writes enquiries directly
Email and WhatsApp templates, used by everyone
Handler log for every reassignment
Source reporting that justifies ad spend
Conversion measured, not estimated
18 ready screens and 8 reports

Download the brochureSysfo Enquiry Management System brochure · PDF, 5 pages, 1.9 MB

Company: Sysfo Software Solutions Pvt. Ltd.
Phone: +91 76074 20009
Email: info@sysfosolutions.com
Product: Enquiry Management System

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