Heuristics AIWorker file / 002
Front officeInquiry Coordinator.
A defined role. Discovery, implementation and configuration come before deployment. Not running for a customer yet.
- Reports to
- The owner
Qualifies new leads and follows up until they book or decline.
01 / The assignment
A clear job. A named supervisor.
We hire this worker to respond to every new inquiry the day it arrives and to keep following up until the person books a time or says no. It reads the message, asks the questions you would ask, and hands you a qualified lead with the whole conversation attached.
02 / Scope of work
What it does.
Reply to new inquiries from your inbox and web forms.
Ask the qualifying questions you set, such as job type or reason for visit, location and timing.
Collect the preferred time and pass it to your staff to confirm.
Send follow-ups on the schedule you approve until the lead books or declines.
Record each lead's status in your list or spreadsheet.
Pass qualified leads to the owner with the conversation so far.
Stop following up as soon as a person replies or the lead says no.
03 / Tools and information
Works where the job lives.
Access and permitted actions are agreed during setup. Only the information and systems this job needs.
Your inbox
Your web forms
Your calendar
04 / Safeguards and supervision
Built with
boundaries.
These limits are part of the job description.
The owner
What it will never do
- Quote a price or make a commitment unless you approved the wording.
- Send follow-ups outside the schedule and wording you approved.
- Keep contacting someone who asked it to stop.
- Pretend to be a person.
- Close a lead without recording why.
Hands to a person
- Qualified leads, with the conversation and answers so far
- Anyone asking for a price, a change to terms or making a complaint
- Leads it could not place
Approval and follow-through
If nobody acts on a qualified lead, it reminds the owner and keeps the lead on the list. It never sends a quote or closes a deal on its own.
05 / A week on the job
The shape of a working week.
A typical week.
- Mon
Replies to the weekend's web form inquiries and asks each person for their address and timing.
- Tue
Sends a second follow-up to leads who have not answered, using the wording the owner approved.
- Wed
Passes the preferred times of two leads to your staff to confirm and notes both for the owner.
- Thu
A lead asks for a price. It passes the conversation to the owner instead of answering.
- Fri
Updates the lead list with who booked, who declined and who is still open.
06 / In practice
You set the level of supervision.
The role's boundaries stay in place at every setting.
Supervision
Pick a setting to see which steps still go to a person. What a worker may do on its own is agreed during setup.
3 of 5 steps go to a person2 done by the worker
- 01
A new inquiry arrives by email or web form.
Worker does it - 02
It asks your qualifying questions.
Worker does it - 03
It follows up on the schedule you approved.
Person approves - 04
A price or commitment is discussed.
Always a person - 05
The qualified lead and its conversation go to the owner.
Person approves
Approve: the worker does each step, and nothing leaves or changes until a person approves.
07 / Getting started
Like bringing on a new hire.
Stop after any step.
- 01
Map the process
We sit with your team and draw how this job moves today. You keep the map.
- 02
Run a work sample
The worker does a few of your real past tasks. You compare the results with your team’s.
- 03
Connect your tools
Only what the job needs: your inbox, your web forms, your calendar. Revoke access any time.
- 04
Supervised trial
Your team reviews everything before it goes out, and we adjust the rules each week.
- 05
Go live, at your pace
Raise how much it does on its own where the trial earned it. Or keep approving every step.
08 / Commercial terms
How it is priced.
Monthly subscription.
- Setup
- A one-time setup, where we map your process and configure the worker.
- Monthly
- A monthly subscription for this worker.
Available individually by written quote. Included in the Never miss an inquiry team with Receptionist, from $299/month plus a $500 one-time setup for one location and up to 75 inbound conversations monthly; higher volume and third-party phone charges are separate.
Talk through the scope09 / Questions
Before you bring it on.
What does an inquiry coordinator do for a small business?
It answers new inquiries quickly, asks your qualifying questions, offers times from your calendar, and follows up until the person books or declines. Qualified leads go to the owner with the full conversation.
Can an AI follow up with leads without annoying them?
You set the number of follow-ups, the timing and the wording. It stops as soon as a person replies or the lead asks it to stop.
Does the AI send quotes to new leads?
No. Anything about price or terms goes to the owner. The worker only collects details and hands the lead over.
Where does the Inquiry Coordinator keep track of leads?
In the list or spreadsheet you already use. It writes the status of each lead there, so your team does not need to learn a new tool.
/ Yours. The next worker
is drawn around your process.
The next assignment / Yours
Your process looks different? That's normal. Tell us about it.
Show us how the work moves today. We'll help define the right worker and where your team stays in control.