FOR YOUR AGENCY’S OWN SALES # Keep the next client conversation in view. A prospect sends a brief. Give it an owner, understand the work and agree the next step. Kibi keeps your agency’s sales enquiries and follow-ups together, with quotes and invoices where the plan includes them. [Start free trial](https://kibihq.com/start)[Try the demo](https://demo.kibihq.com/) 14 days · every feature · no card ILLUSTRATIVE ENQUIRY ## Website project for a growing local business OwnerRavi Next actionCall about scope and the decision process A fictional example of the work, not a customer testimonial. BEFORE THE PROPOSAL ## Give the first brief a person who will move the conversation forward. 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. WHERE NEW BUSINESS ARRIVES ## Keep the brief attached to the source that brought it in. [Explore lead capture](https://kibihq.com/features/lead-capture/)[Explore Kibi Forms](https://kibihq.com/wordpress-forms/) Agency enquiries may reach you through a website form, an email introduction, a call or advertising for your own services. Choose supported routes for the sources you actually use, and test a fictional brief. A compatible form, selected enquiry-email forwarding or manual entry can begin the workflow. Check that the original request and source are understandable before asking a teammate to respond. Forwarding a general agency mailbox may bring in delivery messages that do not belong in the sales queue. For provider sources, Facebook & Instagram lead ads · Beta — Available after a short review. WhatsApp · Beta — Available after a short review. Google lead forms · Coming. Review account and channel eligibility before relying on a connection. These features concern your agency’s own enquiries; they do not imply a white-label platform, a reseller programme or client advertising-account administration. If you use a form on WordPress, assess the supported existing-form route or Kibi Forms separately from the paid CRM workflow. ILLUSTRATIVE EXAMPLE ### Fictional brief Fern & Field asks about a website project for a growing local business. The initial enquiry describes a broad need and requests a scope call. Ravi checks what is known before involving the design lead. No delivery date, price or capacity commitment is made in the example. FOLLOW ONE ENQUIRY ## One enquiry. A person. A plan. Choose a step. Watch the same sample enquiry move through the work. kibi.Sample workspaceA Today 3Enquiries 8OverviewIllustrative data WEBSITE ENQUIRY ### Victoria · Kitchen project New enquiry V “Can we discuss a kitchen project?” I’m looking at options and would like a callback before arranging a visit. Website form submitted Kitchen project · callback requested SourceWebsite form OwnerUnassigned Next stepJust arrived Website enquiry received Victoria wants to discuss a kitchen project. The original request and website source belong with the lead. Review the request First task: check the contact details and the request. Illustrative workflow with fictional enquiry details. [See the actual Today workflow →](https://kibihq.com/features/today) FOUNDER, SALES AND SPECIALIST ## Keep specialist input from becoming an unowned response. 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. ASK THE QUESTIONS THAT CHANGE THE OFFER ## Make the next conversation useful before writing a proposal. [See Today and follow-ups](https://kibihq.com/features/today/) Qualification should clarify the work, not fill a CRM for its own sake. Record the broad problem, the intended result and the decision process through supported fields or notes. A prospect may not know the final scope yet. Leave room for a discussion instead of treating an early phrase as a fixed specification. The enquiry record should help the next teammate understand which assumptions are still open and which have been agreed. Plan a specific action in Today. “Discuss scope with the operations lead after the internal meeting” gives the salesperson a reason and a context for the call. If the prospect is waiting for a decision-maker, record that circumstance and agree when to return. Keep contact preferences clear and follow your process when the enquiry is no longer active. Repeated proposal reminders are not a substitute for understanding what still needs to be decided. ILLUSTRATIVE EXAMPLE ### Fictional clarification Fern & Field needs to agree which team will maintain the new site before choosing a scope. Ravi records that open question and plans the follow-up after the prospect’s internal discussion. The design lead can contribute relevant input without assuming the project is already approved. FROM BRIEF TO COMMERCIAL DECISION ## Keep the quote near the conversation that shaped it. [Review quotes and invoices](https://kibihq.com/features/quotes-invoices/) 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. WHEN SALES BECOMES DELIVERY ## Transfer the useful context without treating the CRM as a project tool. [Explore Ad return](https://kibihq.com/features/ad-signals/)[Review team routing](https://kibihq.com/features/routing/) An agency’s sales handoff should explain why the prospect came, which scope was agreed and what remains to be confirmed. Decide where delivery work begins and which system becomes authoritative for the project plan. Kibi can keep the commercial enquiry and any remaining follow-up clear, while your project tools organise tasks, files, resourcing and client collaboration. A good handoff does not require two competing project plans. The owner can review sales enquiries that need attention using the access actually available in the workspace. Ask which proposals have an agreed next conversation and where specialist input is delaying the response. For your agency’s own advertising review, Ad return is included on Growth. Meta outcome signals · Available. Google conversions · Available. Evaluate the recorded outcomes and provider conditions without presenting the CRM as a client campaign-management system or promising improved advertising results. ILLUSTRATIVE EXAMPLE ### A useful handoff note The commercial owner records the agreed scope at the appropriate stage and identifies the approved delivery process. The project lead receives the relevant context through that process. The CRM remains the home for the sales conversation; it does not become a substitute for the delivery plan. RUN ONE BRIEF THROUGH THE TEAM ## Include the moment when a specialist needs to help. 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. A SALES CRM FOR YOUR OWN AGENCY ## Choose it where new-business follow-up is the gap. [Compare current plans](https://kibihq.com/pricing/)[Explore the demo](https://demo.kibihq.com/)[Start your trial](https://kibihq.com/start/) Kibi is worth trying when incoming agency briefs become scattered between founder messages, inboxes and team chat. It gives the small team a shared place for enquiry ownership, follow-up and the commercial continuation where included. If the primary requirement is project management, resourcing, time tracking, client campaign delivery or white-label resale, evaluate the appropriate dedicated product. Those are different buying decisions and are not implied by the agency label. Compare the full subscription for the people and functions your sales process needs, with separate provider use where relevant. At the end of the pilot, ask the team to explain the owner, latest conversation and next action for a few ordinary enquiries. Decide whether that routine can be maintained alongside delivery work. The right result is an understood process and a clear handoff, rather than a broad promise to run every part of the agency. ILLUSTRATIVE EXAMPLE ### Your next step Create the fictional website-project enquiry in the demo or trial. Name an owner, add a scope question, record specialist input and plan the agreed callback. Ask a second teammate to continue the sales conversation. Use that evidence to decide whether the workflow fits. THE PRACTICAL QUESTIONS ## Decide with the details. Is this for managing our clients’ CRM workspaces or campaigns? This page describes your agency’s own sales enquiries. It makes no white-label, resale, client-account administration or campaign-delivery claim. Does Kibi replace our project-management tool? Keep project delivery, resourcing, files and client collaboration in the tools suited to those jobs. Define the handoff from the commercial enquiry into the delivery process. Are the agency examples real customer outcomes? No. The agency brief, business name and team are fictional illustrations of the workflow. They do not establish measured adoption, revenue improvement or delivery results. LESS CHASING. MORE CALLING BACK. ## Your next enquiry deserves a next step. Give it a home, an owner and someone who knows when to call back. [Start free trial](https://kibihq.com/start)[Try the demo](https://demo.kibihq.com/) 14 days · every feature · no card I’ll keep an eyeon the next step. Source: https://kibihq.com/industries/agencies/