The INQUIRY System™: Stop Losing Prospects in Moxie CRM

Stop losing prospects between “I’m interested” and “Where do I sign?”

You know that sinking feeling when a hot lead reaches out… and then just disappears into the void?

You responded to their inquiry. They seemed excited. And then? Crickets. 🦗

Or maybe you’re stuck in endless email ping-pong trying to schedule a simple discovery call. Three emails later, you still don’t have a meeting on the calendar.

Here’s the truth: Most service providers don’t have a prospect leakage problem. They have a system problem.

And that’s exactly what The INQUIRY System™ fixes.

What is The INQUIRY System™?

The INQUIRY System™ is the first of five core systems in The Maven Method™-my proven framework for building seamless client experiences in Moxie CRM.

Think of it as your automated conversion machine that takes prospects from “I’m interested” to “Where do I sign?” without you manually chasing anyone down.

Here’s what The INQUIRY System™ handles:

• How potential clients find and contact you
• Lead capture forms and inquiry handling
• Discovery call scheduling (without the back-and-forth)
• First-touch email sequences that actually convert
• Qualification processes so you’re not wasting time on wrong-fit prospects

When this system is working right? You wake up to booked discovery calls, qualified prospects in your pipeline, and zero manual data entry.

Could your inquiry process BEEEEE any better? 😉

Why Your Current Inquiry Process is Leaking Money

Let’s talk about what’s probably happening right now:

The Email Tennis Match

Someone fills out your contact form. You email back. They reply three days later. You suggest times. They counter with different times. Four emails later, you finally have a call scheduled. Exhausting, right?

The Information Black Hole

You get to the discovery call and realize you have NO idea what they actually need, what their budget is, or if they’re even a good fit. Now you’re scrambling to gather basic info you should have had before the call.

The Follow-Up Failure

You had a great call, but you forgot to send the follow-up email with next steps. Or you sent it… five days later when they’ve already moved on to another provider.

The Manual Data Entry Nightmare

Every new inquiry means copying and pasting information from emails into your CRM, creating opportunities manually, and trying to remember what stage they’re in.

Here’s what this costs you: Time. Money. Sanity.

And probably 30-50% of your potential clients who just… slip away.

The 4 Stages of The INQUIRY System™

Ready to fix this? Here’s how The INQUIRY System™ works in Moxie CRM.

Stage 1: Lead Capture (No More Email Tennis)

The old way: Contact form → manual email back and forth → finally schedule a call

The INQUIRY System™ way: Prospect books a discovery call AND fills out your inquiry form in one smooth action

How to set this up in Moxie:

1. Create your discovery call scheduler (Schedulers → New Scheduler)
   • Connect your calendar so Moxie shows your real availability
   • Set buffer times between calls so you’re not back-to-back
   • Add video conferencing link (Zoom, Google Meet, etc.)
2. Build your inquiry form (Forms → Form Builder)
   • Keep it short: Name, email, website/business, biggest challenge, budget range
   • Use conditional logic for questions like “What services are you interested in?”
   • Map form fields to client data so info flows automatically
3. Connect your scheduler to your inquiry form
   • In your scheduler settings, add your inquiry form
   • Now when someone books a call, they fill out the form at the same time
   • All their information automatically creates a new opportunity in your pipeline
4. Embed on your website
   • Copy the embed code from your scheduler
   • Add to your website
   • Test it to make sure everything flows correctly

Pro tip: Name your scheduler something clear like “Strategy Consultation” or “Discovery Call” so prospects know exactly what they’re booking.

Stage 2: Automatic Pipeline Creation

The magic: Every time someone books a call, Moxie automatically creates a new opportunity in your pipeline at the “Inquiry” stage.

How to set this up:

1. Create your pipeline stages (Pipeline → Settings)
   • Keep it simple: Inquiry → Discovery Call Scheduled → Agreement Sent → Project Kick-Off
   • Use “New” stage type for your Inquiry stage
   • This tells Moxie to create opportunities automatically
2. Connect your scheduler to the pipeline
   • In scheduler settings, select “Add to Pipeline Stage”
   • Choose your “Inquiry” or “Discovery Call Scheduled” stage
   • Now every booking = automatic opportunity creation

What this means for you: Zero manual data entry. Every prospect is captured, organized, and tracked from the first moment they reach out.

Stage 3: Automated Email Sequences

The old way: Manually sending confirmation emails, reminders, and follow-ups (and forgetting half of them)

The INQUIRY System™ way: Automated emails that go out at exactly the right time, every time

Essential emails to set up:

Call Confirmation Email

• Sent immediately when they book
• Confirms the date/time
• Sets expectations for the call
• Includes any pre-call prep they need to do

Pre-Call Reminder (24 hours before)

• Gentle reminder with call link
• “Looking forward to our conversation!”
• Reduces no-shows by 50%+

Post-Call Follow-Up

• Thank them for their time
• Recap what you discussed
• Clear next steps (usually “Agreement coming soon!”)
• Sent automatically when you move them to the next pipeline stage

Not a Good Fit Response

• For prospects who aren’t the right match
• Kind but clear
• Offer alternative resources or referrals
• Keeps the relationship positive

How to create these in Moxie:

1. Go to Communicator → Email Templates
2. Click “Add Template”
3. Use tokens like {{Opportunity.FirstName}} and {{Meeting.Start}}
4. Connect templates to your scheduler and pipeline stages

Game changer: You set this up once, and it runs forever. Every prospect gets the perfect email at the perfect time-without you lifting a finger.

Stage 4: Qualification & Discovery Process

This is where you decide: Is this prospect a great fit, or are we both wasting our time?

What to include in your discovery call:

• Understanding their business and current challenges
• Exploring their goals and timeline
• Discussing budget and investment range
• Explaining your process and how you work
• Determining if there’s a good fit

After the call, move them to the right stage:

• Great fit? → Move to “Agreement Sent” stage (triggers your agreement email)
• Not ready yet? → Move to “Nurture” stage (future follow-up)
• Not a good fit? → Move to “Not Moving Forward” stage (triggers your kind decline email)

Pro tip: Create a simple discovery call template or checklist in Moxie Notes so every call follows the same structure. Consistency = professionalism.

Your Next Step: Build Your INQUIRY System™

Here’s your action plan for this week:

Today:

1. Create your discovery call scheduler in Moxie
2. Build a simple inquiry form (5-7 questions max)
3. Connect them together

This week:

1. Set up your 4 essential email templates
2. Create your pipeline stages
3. Test the entire flow yourself

This month:

1. Embed your scheduler on your website
2. Monitor your conversion rate
3. Refine based on what you learn

Remember: The INQUIRY System™ is just the beginning. Once you have prospects flowing smoothly into your pipeline, you need The PROJECT System™ to deliver amazing work, The DELIVERY System™ to exceed expectations, and The CLIENT System™ to create raving fans.

But it all starts here-with capturing and converting prospects systematically.

Ready to Build Your Complete Moxie System?

The INQUIRY System™ is the first of five powerful systems in The Maven Method™ that work together to create an unstoppable client experience.

Want the complete roadmap?

🎓 The Moxie Maven Academy walks you through building all five systems step-by-step, with templates, tutorials, and ongoing support. Enroll Now →

🎯 Need it done FOR you? Maven Magic in a Day sets up your complete inquiry-to-agreement system for ONE service in ONE intensive session-inquiry form, scheduler, emails, pipeline, and automation. Apply Now →

🎁 Just getting started in your web design business? Download the Web Designer Workflow Workbook to map out your entire client journey before you even log into Moxie. Get the workbook here →

Your prospects are out there right now, looking for someone like you. Make sure you have a system that actually captures them.

Stop the leaks. Build the system. Book more clients.