CRM configuration if many inquiries come in and whoever answers first wins

Part of milestone 2 · Your starting configuration

In two lines: this is the configuration for high volume and fast response. It's also the simplest to operate, so it's the one to choose if you're torn between two.

It's yours if: you sell to a person, not a company, and many inquiries come in per day. Real estate, automotive, health, education, home services, tourism.

When you finish you'll have: your stages, your lost reasons and your fields written down, ready to load on screen.

The stages

Stage · probability · rotting days:

New / uncontacted 5% · 1 d — Contacted 15% · 3 d — Interested 30% · 5 d — Visit or demo scheduled 50% · 7 d — Proposal sent 70% · 10 d — Won 100%

The separate first stage lets you see at a glance how many people are waiting for first contact, and makes a one-day rotting alert mean something.

To measure response speed you don't depend on that stage: the CRM already marks every prospect and every deal on its own with its Next action, and the Waiting on you filter gives you the list of those who wrote and still have no reply, with how long they've been waiting. How to use it every day: Sustain the CRM for the first 30 days so your team really uses it.

The lost reasons

Price · Doesn't answer · Already bought elsewhere · Out of area · Didn't qualify · Was just looking

The custom fields

People: How they found us (Select) · Area (Select)
Deals: Product of interest (Select) · Declared budget (Amount) · Payment method (Select) · Urgency (Select)

You'll hardly use Companies, and that's normal: here the entity that matters is the Person.

How leads come in and how they're distributed

Source destination — decide per source, don't use the same criterion for all. This is the point that gives you the most performance of the whole configuration:

Forms and ads with a form → Direct deal. They already left their data: making them wait in an inbox is losing the lead.
Raw WhatsApp → Prospect inbox. If you send every incoming message straight to the funnel, it fills up with wrong numbers and supplier inquiries, and your conversion by origin stops meaning anything.

Assignment — Distribute across a team, Round robin mode.
Main channel — WhatsApp. Here approved templates aren't optional: without them you can't reach back to anyone outside the twenty-four-hour window.

What you'll look at

Deals created and won by origin · Close rate per rep · Average cycle.

And every day, one single thing: the Waiting on you filter in CRM > Prospects and in CRM > Deals. It's your real response speed, and in this business it's what decides the sale.

What to do with AI

It's the best use case for the Setter in the whole product: high volume, immediate first response and repetitive qualification.

Turn it on, but after having approved templates: without them it stays on without being able to contact anyone who didn't write to you first.

What's next?

You have your numbers. Now load them: Set up the CRM foundations: team, funnel and custom fields.

Save this page. On day 30 you'll come back to it to adjust what reality has shown you, and having the "before" written down makes all the difference.

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