The website
We started with the website, built so visitors understood what the operator does and which service to ask about. Enquiries came from the market the operator wanted, and engagements began from the site. Some leads said they had found almost everything they needed on the site before getting in touch.
The system behind it
A fast website only helps if the office can keep up with the enquiries it brings. So we built our CRM with quote to cash beside it, with the inbox connected.
- 1Enquiries from WhatsApp and the website land in one inbox, on the client record.
- 2Quotes and itineraries are written from saved tours and prices, not rebuilt each time.
- 3A quote is approved before anything reaches the client.
- 4The invoice is created from the approved quote and emailed automatically.
- 5Payment reminders go out on a schedule.
- 6A receipt is sent the moment payment is recorded.
- 7Every step is tied to the person handling the account.
What changed
- Under 2 hoursWriting a single quotation and itinerary went from 2 days to under 2 hours.
- Hands-freeNobody chases invoices or receipts by hand. They go out on their own.
- One viewThe owner can see who is handling each client, and what is pending, without asking.
- Six months after launch, the site was bringing in more enquiries than the parent company's site, which had been live for over five years.
What came next
The parent company saw the results and had its own site rebuilt the same way. Its staff saw how operations ran and asked for the same internal system.
The same system works for any firm that runs on enquiries
Law firms take on matters. Accounting firms take on engagements. Consultancies win projects. The steps are the same: an enquiry in one inbox, a record per client, a quote from saved prices, an approval, an invoice, reminders and a receipt, each with a name on it.