Follow a wholesale inquiry through review

An independent retailer receives a wholesale request for 120 gift sets. The buyer wants a delivery date that the team has not checked against available stock. Use a reviewed intake process to decide the next action.

Before you start

Enable Form builder and Pipeline follow-up in Plugins in a workspace you control. Both start disabled. Choose the response reviewer and opportunity owner. Connect a mailbox only if you intend to send a message.

The fictional demo workspaces show the shared screens and simulated actions. Build this example configuration in your own workspace using fictional records first.

Work through this example

Capture. Record business name, requested products, quantities, delivery deadline and destination. Use fictional details for the first test.

Decide. Check stock and fulfillment capacity before committing to a delivery date. A person with responsibility for the service makes this decision.

Hand off. Confirm available stock; verify the delivery address; assign the shipping-date check. Keep incomplete confirmations visible rather than marking the whole request ready.

Complete the workflow

1. Open Forms and create a draft named Retail & Ecommerce inquiry. Include name, usable email, business name, requested products, quantities, delivery deadline and destination. Keep sensitive records in the appropriate specialist system.

2. Preview and save the draft, then publish its share link. Submit a fictional response using the situation above before sharing it with customers.

3. Open Responses and inspect the submission. Accept the appropriate response into the pipeline and check the matched contact. Resolve an ambiguous match before proceeding.

4. Open the opportunity in Pipeline. Assign its owner and a next action: Check stock and fulfillment capacity before committing to a delivery date. Record a realistic follow-up date; confirm any booking or purchase separately.

5. Run Pipeline follow-up. Review the stale opportunities or overdue next actions it identifies and update the source record. Use the report to decide which source records need attention.

Check the result

The accepted response appears on the correct contact and opportunity. An owner can identify the pending decision and next action without reopening the original inquiry. Check that the requested products, quantities and destination belong to this buyer. Record who will verify available stock and when the buyer should expect the next update.

Adapt it for your business

Storefront checkout, inventory synchronization and order fulfillment remain in your specialist tools unless a separate integration has been implemented and tested. Start with a link or reviewed reference to the source record.

Use Build an extension and the development brief when those systems need a connection. Specify the source of truth, permitted data, person who approves changes, duplicate handling and the receipt that proves completion.

What to check

If the contact match is incorrect or ambiguous, resolve it before updating the opportunity. If accepting a response has an uncertain result, inspect the response and linked opportunity before trying again. Pipeline follow-up is a read-only report; complete the chosen follow-up through the appropriate source screen and check its result.

Keep the approval required by the action policy. Restrict customer data to what the workflow needs. Enabled plugins use your workspace permissions; hosted infrastructure and connected providers may have costs, and AI conversations use your configured model. Verify the saved source record before relying on the result.