An enquiry management system that answers every buyer before they move on
DigiPix Flow is an enquiry management system for Indian businesses that sell on enquiry, logging every enquiry from IndiaMART, Meta and Google Ads lead forms, your website and your own systems in one register with its source. Each one is allocated to the right person by rule, timed until someone replies, and followed up with calls, WhatsApp and quotations until it becomes an order or is closed with a reason you can learn from.
- Every enquiry logged with where it came from
- Allocated by rule and timed until answered
- An owner, a status and a next step on each one
- between IndiaMART enquiry collections
- 5 min
- target to allocate each new enquiry
- 2 min
- first-reply clock, with alerts when it slips
- 30 min
Where your enquiries come from
- IndiaMARTBuyer enquiries pulled in with your CRM key
- Meta lead formsFacebook and Instagram enquiries by webhook
- Google Ads lead formsSearch campaign enquiries posted in
- Website enquiry formsContact-us and get-a-quote forms
- Lead APIEnquiries from your own software
- CSV importExhibition lists and old enquiry registers
Enquiries arriving in five different places
IndiaMART enquiries wait on one login, Facebook leads in Ads Manager, website enquiries in an email inbox and phone enquiries in a diary at the front desk. By the time someone collects them into the register, the buyer who wanted a price this morning has already rung two other suppliers.
Nobody knows which enquiries were answered
Three people see the same IndiaMART enquiry and each assumes another has called. Or nobody sees it at all. The owner only learns that an enquiry went unanswered when the buyer mentions it a month later, after placing the order elsewhere.
Lost enquiries with no reason written down
Enquiries that do not turn into orders simply disappear from the sheet. Was it the price, the delivery time or a slow reply? Without a reason against each one, the same mistakes repeat every month and the sales review turns into guesswork.
Every enquiry logged in one register, with its source attached
Connect each place your buyers write to you and the enquiries come to one list. IndiaMART enquiries are collected every five minutes with your CRM key, and ones already collected are skipped. Meta lead forms arrive by webhook with a source per form, Google Ads lead forms post straight in, and your website's enquiry forms work as a hosted page or embedded on your own pages. Exhibition lists come in as a CSV file.
- IndiaMART checked for new enquiries every five minutes
- A source on every enquiry, set per form where you choose
- Website forms hosted for you or embedded on your site
- The lead API for enquiries from your own software
The buyer who enquires twice is handled by one person
Buyers often enquire on IndiaMART and then fill in your website form a week later. Every new enquiry's email and phone number are checked against the ones you already hold, and a match is flagged as a possible duplicate for someone to review. The two records are merged only when a person decides, and the history of both is kept, so one salesperson quotes one price.
- Each new enquiry's email and phone compared with your records
- Likely repeats flagged for someone to look at
- Nothing merged without someone deciding
- History from both records kept after a merge
Enquiries allocated by rule, not by whoever is nearest the screen
Assignment rules run in the order you set and look at an enquiry's source, score, tags and segment. Send IndiaMART enquiries to your trade desk, share website enquiries round robin, weight them towards senior staff or give each to whoever has the fewest open. Switch on working hours and an enquiry that arrives at night waits for the morning. A fallback owner catches the rest, and the owner gets a follow-up task at once.
- Rules on source, score, tags and segment
- Shared in turn, by weighting, to one person or to the least busy
- Allocation held to your working hours if you choose
- A follow-up task created as soon as an owner is set
A clock on every enquiry until somebody replies
Each new enquiry is expected to have an owner within two minutes and a first reply within thirty. The first call, email or meeting the owner logs stops the clock; if a target slips, the owner is alerted, and alerted again while the buyer is still waiting. A website form can also send the buyer one SMS after the enquiry is allocated, from a DLT template you have published.
- Two minutes to allocate, thirty to reply
- Repeat alerts while an enquiry is still waiting
- An SMS from a published DLT template, per website form
- Waiting enquiries visible to the whole team
A status and a next step on every open enquiry
Give each enquiry a status from your own list, such as New, Contacted, Quotation sent or Not interested, and the record shows its full timeline: calls, WhatsApp and SMS messages, emails, notes and every change of owner or status. When a call is logged, its result can book the next step for you: a callback in three hours if the buyer was busy, or in seven days if they are still deciding.
- Enquiry statuses from a list you keep
- Calls, messages and changes on one timeline
- Callbacks booked from nine call results
- Missed follow-ups raised with a team lead
Turn a serious enquiry into a quotation the buyer accepts online
Convert the enquiry into a deal, which creates or links the buyer's contact and company. Build the quotation on the deal with line items, one discount and one tax amount, and send it by email with a PDF and a link once it is approved. The buyer accepts with a typed name or a drawn signature. Deals move through stages you name, and a lost deal records the reason from your list, such as price or delivery time.
- Contact and company created or linked on conversion
- Quotations with line items and numbered versions
- Large discounts approved before the quotation goes
- A lost reason on every enquiry you do not win
From a new enquiry to an order, in five steps
- STEP 01
Log
IndiaMART, Meta, Google Ads and website enquiries land in one register with their source.
- STEP 02
Check
Repeat enquiries from the same buyer are flagged before two people call.
- STEP 03
Allocate
Assignment rules give each enquiry an owner within your working hours.
- STEP 04
Reply and follow up
A clock runs until the first reply, and call results book the next step.
- STEP 05
Quote and close
A quotation is accepted online, or the enquiry is closed with a lost reason.
DigiPix Flow vs a register, Excel and personal WhatsApp
| What it covers | An enquiry register, Excel and personal WhatsApp |  DigiPix Flow |
|---|---|---|
| Where enquiries are logged | A diary, a sheet and several portal logins | One register, each enquiry tagged with its source |
| Who replies to a new enquiry | Whoever happens to see it | The owner your rules choose, with a fallback |
| Knowing it was answered | Asking around the office | A first-reply clock that stops at the first logged contact |
| The same buyer enquiring twice | Two people quoting two prices | Flagged as a likely repeat before anyone calls |
| Promised callbacks | Written on a sticky note | Booked from the call result, with a reminder before it |
| The quotation | A PDF edited from an old one and sent on WhatsApp | A numbered quotation on the deal, accepted online |
| Enquiries that were lost | Deleted from the sheet without a word | Closed with a reason from your own list |
The enquiry sources you connect once
Connect each place buyers send enquiries once: IndiaMART, your ad forms, your website and your own software. From then on every enquiry is logged in the same register, and your team replies on WhatsApp from the record.
Enquiry management questions, answered
What is an enquiry management system?
It is software that logs every enquiry a business receives, gives each one an owner, tracks whether and when it was answered, and follows it through to an order or a lost reason. In DigiPix Flow that means enquiries from IndiaMART, ads, your website and your own systems in one register, assignment rules, a first-reply clock, follow-ups, quotations and reports.
Is enquiry management software different from a CRM?
Mostly in the words used. An enquiry is what a CRM calls a lead. DigiPix Flow is a CRM built around enquiries, so the screens you would expect from enquiry management software, such as the register, the owner, the status and the follow-up date, are where a salesperson starts the day.
Does it collect IndiaMART enquiries automatically?
Yes. Add your IndiaMART CRM key and new buyer enquiries are collected every five minutes, the most often IndiaMART allows. Enquiries already collected are skipped, and each one goes through the same duplicate checks and assignment rules as your other sources. Replies to the buyer are made by phone, WhatsApp or email, not sent back through IndiaMART.
Can enquiries from our website come in by themselves?
Yes. Build an enquiry form in DigiPix Flow and publish it as a hosted page with its own link, or embed it on your contact or product pages. A dropdown on the form can set the enquiry's source. If your developer prefers, your own software can create enquiries through the signed lead API instead.
How do I know an enquiry has been answered?
Every new enquiry starts a thirty-minute first-reply clock, which stops when the owner logs their first call, email or meeting. If it runs out, the owner is alerted and the enquiry shows as overdue, so a manager can see which ones are still waiting without asking anyone.
What happens to enquiries that arrive after office hours?
They are saved as soon as they arrive. If you switch on working hours for allocation, they wait and are allocated when your business hours begin, Monday to Friday 09:00 to 18:00 in your workspace's time zone unless you set your own days and hours. Switch it off and they are allocated straight away.
Can we send a quotation from the system?
Yes. Convert the enquiry into a deal and build the quotation with line items of description, quantity and unit price, then one discount amount and one tax amount. Each revision is a new numbered version. Once approved, it is emailed with a PDF and a link, and the buyer can accept it online.
Can we record why enquiries were lost?
Yes. Keep a list of lost reasons, such as price, delivery time or no reply, and a deal marked lost must carry one of them. Enquiries that never become deals can be given a status from your own list, such as Not interested, so nothing simply vanishes.
Can I see which source sends the most enquiries?
Yes. Each enquiry keeps the source it came from, and the leads by source report counts them over 7 days, 30 days, a quarter or a year. Save it, schedule it for Monday morning and export it as CSV.
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