Keep the next client conversation in view.

A new-business enquiry may arrive as a detailed brief or a short message asking whether the agency can help. The useful first response depends on what is still unknown: the scope, the decision process or the kind of conversation the prospect wants. Kibi gives your small agency a shared enquiry record, a responsible owner and a next action so the request remains understandable between a founder, a salesperson and the specialist asked to contribute.

This workflow is for the agency’s own sales. Begin with a broad service requirement, contact preference and enough context to arrange a useful discussion. Keep client delivery records, campaign administration and detailed project work in the tools responsible for them. A CRM enquiry should help the team understand the next commercial conversation; it should not appear to promise a project, reserve delivery capacity or replace the qualification needed before an offer.

• New project: clarify the problem before discussing the deliverables.
• Ongoing service: understand the requested support and next conversation.
• Referral: preserve the useful introduction while confirming the prospect’s own requirement.

A small agency may need a founder to assess fit, a salesperson to coordinate the conversation and a specialist to answer a scope question. Choose one owner responsible for the next prospect contact. The specialist can contribute without being expected to reconstruct the whole brief or take over the sales process. Record the question needing input and the promise already made to the prospect so the team can help without sending competing replies.

Routing and round-robin are included on Team and Growth. Test the rules appropriate to your incoming sources and inspect a request that does not match. Check the actual permissions for the founder, sales teammate and any contributor. Assignment does not reserve delivery capacity or automatically determine which specialist can accept the work. Use your established planning process for availability, and keep the commercial owner responsible for communicating the next agreed step.

• Owner: accountable for the prospect’s next response.
• Specialist input: the question the sales owner needs answered.
• Promise: the conversation or information the agency has agreed to provide.
• Capacity: checked through the agency’s delivery-planning process.

When the scope is ready for an offer, quotes are included on Team and Growth and invoices on Growth. Test that continuation with a representative agency enquiry if it belongs in your requirement. The useful commercial record reflects what the team and prospect have actually discussed. Keep detailed statements of work, contracts, specialist approval and the authoritative financial records in the processes your agency has chosen for those jobs.

Plan the next conversation after an offer is shared. The prospect may need a scope explanation or an internal decision rather than another copy of the document. If requirements change, review the proposed work and the relevant commercial records through your process. Payment reminders are included on Growth. Stripe pay links · Available. Razorpay pay links · Beta — Available after a short review. Separate provider terms still apply. An accepted quote or payment link does not by itself establish delivery readiness.

• Before the offer: resolve the scope assumptions needed for the proposal.
• After the offer: record the decision or clarification still outstanding.
• At acceptance: confirm the agreed commercial and delivery handoff process.
• At invoicing: check the relevant customer and commercial details.

Use the 14-day trial with up to 10 people to test a narrow new-business workflow. Start with a fictional brief, the teammate checking intake and the person coordinating sales. Ask a specialist to contribute to a realistic scope question, then change the commercial owner once. The receiving person should understand what has been discussed and what the prospect expects next without asking everyone to repeat their input.

If a CSV list of active prospects needs to move, inspect a small authorised sample first. Review field meanings, matching records and the information required for the next conversation. Do not import years of delivery records simply because they are available. Keep the existing sales process running until the pilot is accepted, then change one source carefully. Check phone-based daily tasks separately from web setup and administration if the team works across devices.

• Capture preserves the useful brief and source.
• Ownership stays clear while a specialist contributes.
• Today contains a specific action tied to the prospect’s current decision.
• The quote workflow fits your commercial process where included.
• Delivery tasks and client work keep their established home.