Enquiries

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The Enquiries page in NeptuneCRM allows you to automatically import email leads and convert them into customer records. This feature streamlines your lead management process by capturing enquiries directly from your email and making it easy to convert them into customers with just a few clicks.

Auto-importing email enquiries

NeptuneCRM provides you with a unique email address that you can use to automatically import all your enquiries. When you forward an email to this address, Neptune will automatically create a new lead for you.

To find your import email address:

  1. Navigate to the Enquiries page
  2. Look for the “Email Enquiries” tab
  3. You’ll see a unique email address in the format: leads+[your-code]@neptunecrm.com
  4. Click on the email address to copy it to your clipboard

How to use it:

Simply forward any enquiry emails to your unique Neptune email address. The system will automatically:

  • Extract the customer’s name, email, and phone number from the email
  • Capture the full email content for your reference
  • Create a new enquiry record in Neptune
  • Display the enquiry on your Enquiries page

enquiries page screenshot

Viewing your enquiries

All imported enquiries are displayed as cards on the Enquiries page. Each card shows:

  • Customer name - The name extracted from the email
  • Email address - The customer’s email (if available)
  • Phone number - The customer’s phone (if available)
  • Lead sent by - The email address that forwarded the enquiry
  • Date received - When the enquiry was imported into Neptune
  • Auto-reply status - Indicators showing if automatic email or SMS replies were sent (if you have auto-replies configured)

Click on any enquiry card to open the full details and convert it to a customer.

Converting enquiries to customers

When you click on an enquiry, a drawer will open with a form to convert the lead into a customer record. The form is pre-populated with information extracted from the email, but you can edit or add to it as needed.

Available fields:

  • First name & Second name - Pre-filled from the enquiry
  • Internal ref # - Your internal reference number
  • Address & Build address - Enter the customer’s location (you can copy the main address to build address)
  • Consultant - Assign the customer to a team member
  • Status - Set the customer status (defaults to “New customer”)
  • Source - Track where the lead came from (defaults to “Internet”)
  • Comment - Add any additional notes
  • Primary contact details - Name, email, and phone number

Duplicate detection:

Neptune automatically checks for potential duplicates when you open an enquiry. If a matching customer is found (by email, phone, or name), you’ll see a warning alert at the top of the form showing the existing customer details. This helps you avoid creating duplicate records.

Converting the enquiry:

  1. Review and edit the pre-filled information
  2. Add any missing details like address, consultant, or notes
  3. Check the duplicate warning (if any) to ensure you’re not creating a duplicate
  4. Click Save to create the customer record

The enquiry will be removed from your enquiries list, and a new customer record will be created in your Customers page.

Deleting enquiries

If an enquiry is spam or not relevant, you can delete it:

  1. Click on the enquiry to open the drawer
  2. Click the red Delete button (trash icon) in the top right
  3. Confirm the deletion

The enquiry will be permanently removed from Neptune.

Email content and attachments

When you open an enquiry, you can view:

  • The original email content displayed at the bottom of the drawer
  • Any images that were attached to the email (displayed below the form)
  • The full address if it was included in the email

This gives you complete context about the enquiry before converting it to a customer.

Tips for managing enquiries

  • Set up email forwarding - Configure automatic forwarding from your website contact form or inquiry email to your Neptune address
  • Review enquiries daily - Make it a habit to check and convert new enquiries regularly
  • Watch for duplicates - Always check the duplicate warning before creating new customers
  • Add context in comments - Use the comment field to note important details from the email or initial conversation
  • Assign consultants - Immediately assign enquiries to team members for faster follow-up
  • Configure auto-replies - Set up automatic email or SMS responses in your admin settings to acknowledge enquiries instantly