The enquiries pipeline is the front of your revenue funnel. It captures inbound requests, organises them on a board, turns them into priced quotes, sends those quotes with an acceptance link, and chases the ones that go quiet - then hands the winners off to bookings. Here is how the flow works.
Where enquiries come from
Enquiries arrive four ways: from a web enquiry form, from email parsing (AI reads an inbound booking email and creates the enquiry for you), from manual entry, and from partner referrals. However they arrive, each one lands as a card on your pipeline.
The pipeline board
Enquiries sit on a drag-and-drop Kanban board grouped by status - new, quoted, negotiating, won, lost. Each card shows a lead score, value tier, source, and tags. Drag a card to a new column to change its status. You can also switch to a list view, filter and search, and save filter sets you use often.
AI email parsing
When a booking-request email arrives, 4fleet reads it with AI and extracts the structured details: pickup and dropoff, date and time, passenger count, luggage, flight number, extras, and multi-stop or return-journey legs. It creates or links the client, builds the enquiry (single or multi-trip), and links the email thread back to it. It even pulls out the explicit questions the customer asked so you can be sure you have answered all of them before you reply.
If the customer later replies with a change - a new pickup address, a different date, an extra stop - 4fleet diffs the reply against the open enquiry and surfaces the exact changes as one-click suggestions you can apply, reject, or undo. Applied changes also propagate to any linked confirmed booking, so you are not re-keying.
Generating and sending a quote
You have a few ways to quote:
- Smart Quote is the one-click path. It calculates the price with the deterministic pricing engine, renders the quote email (using your template), saves the quote, emails it with an "Accept Quote & Book Now" link, updates the enquiry status, and schedules follow-ups - all in one action.
- Recalculate produces a fresh quote from current rates whenever the trip details change.
- For complex multi-leg itineraries, the engine automatically prices each leg and shows a visual route map through every stop.
Every sent quote gets a public acceptance link and a 30-day expiry. When the customer clicks accept, the enquiry can convert straight to a booking.
Automatic follow-ups
This is where quiet leads get chased for you. When a quote is sent, 4fleet schedules a follow-up sequence. The rules are deliberately conservative so you never spam a customer:
- Maximum of four follow-up emails per enquiry.
- A six-hour cooldown between sends.
- Sends only happen during business hours (09:00-18:00).
- The moment the customer replies, pending follow-ups stop automatically. Follow-ups also stop when the enquiry changes status (won or lost).
Urgent jobs (pickup within 24 hours) get an urgent follow-up pack instead of the standard cadence.
Declining gracefully
When you genuinely cannot take a job, the one-click "fully booked" decline renders and sends a branded, polite decline email and closes the enquiry as lost with the reason recorded - keeping your pipeline clean and your brand professional.
Lead scoring and duplicates
Each enquiry gets a 0-100 lead score and a hot/warm/cold temperature from weighted factors (value, source, urgency, engagement, client history), so you know where to spend your attention. 4fleet also detects likely duplicate enquiries by matching email, phone, location, and date proximity, and can attach a customer's follow-up email to the existing open enquiry instead of creating a second card.
Converting to a booking
When a quote is accepted (or you are ready to confirm), convert the enquiry to a booking. 4fleet copies the datetime, passengers, vehicle, price, and stops, enforces the quote's expiry, and re-checks for scheduling conflicts before creating the confirmed booking.