AI Chatbot for Industry & B2B — Automatically Qualify Inquiries

Inquiries in the industry and B2B environment differ significantly from typical end-customer inquiries: one customer asks for a spare part number for a machine, another wants a quote for a project with individual technical requirements, an existing customer wants to know the status of their ongoing order. Many of these inquiries arrive outside business hours, via different channels, or from international customers — and tie up sales and support capacity before it is even clear whether an inquiry is serious, complete, and commercially relevant.

Without structured pre-qualification, incomplete inquiries reach sales, simple initial technical questions tie up capacity, and inquiries outside business hours are lost or only processed the next business day.

A customer writes via web chat outside business hours: they need a spare part for an existing system but only know the assembly, not the exact part number. Zentor App handles this process in a structured way:

• Receive the inquiry — via web chat, email, WhatsApp, Telegram, SMS, or another connected channel
• Identify product or project — distinguish between a spare parts inquiry, an ongoing order, or a new project inquiry
• Record quantities, deadlines, and technical requirements — assembly, quantity, desired delivery date, installation situation
• Qualify the inquiry — check completeness, ask targeted follow-up questions for missing details, categorize the inquiry by relevance and urgency
• Start the quotation process — prepare the qualified inquiry in a structured way for quote creation
• Assign to sales — forward to the responsible contact or the appropriate sales team
• Trigger follow-up — initiate a reminder or follow-up if a response is pending

For an inquiry about an individual project order, the same process applies — instead of a part number, project-specific technical requirements, quantities, and timeline expectations are recorded before the qualified inquiry is handed over to sales. Depending on configuration and integration, Zentor can additionally create the record directly in your CRM or ERP.

• Around-the-clock initial response on products, specifications, and general delivery times — even outside business hours
• Fewer lost inquiries outside business hours or from other time zones
• Better pre-qualification before the first sales contact — needs, quantities, and technical requirements are already structured
• More complete inquiry data for sales — fewer follow-up questions, faster start into the quote
• Faster quotation processes through a direct transition from qualified inquiry to quote creation and sales assignment

Via n8n workflow automations and API connections (Individual package), Zentor App can retrieve data from ERP, CRM, or product catalog systems — such as stock levels, item data, or order status — and create qualified inquiries directly as a record or lead in these systems. For individual or more complex integrations, a quote is provided on request.

Without such a system connection, Zentor records the inquiry data in a structured and complete way for manual follow-up by your team — the benefit of pre-qualification arises regardless of a direct integration.