A guided consultancy workflow

A real-world ClearDesk workflow

Follow one illustrative consultancy enquiry from first contact to the weekly operations report. The example shows the controls and records ClearDesk uses.

This is an illustrative demonstration using fictional information. It shows the process and outputs ClearDesk can provide; it is not presented as a real client case study.

Part A

The situation

A small consultancy receives customer enquiries, meeting requests, proposal questions, document requests, and quotation follow-ups through one shared inbox. Routine and technical messages are mixed together, and the owner cannot quickly see what has been answered or what still needs a decision.

Illustrative starting workload

Unread emails
42
Active enquiries
11
Quotes awaiting follow-up
5
Appointment requests
3

No consolidated action register.

Part B

What the client provides

  • Restricted or delegated access to the agreed inbox.
  • Approved business information.
  • Working hours and availability.
  • Approved response templates.
  • Approved prices or quotation rules.
  • One decision-maker for exceptions.
  • Clear instructions about what ClearDesk may and may not send.

Part C

Step-by-step workflow

  1. 1

    Receive and classify

    Messages are categorised as routine, urgent, awaiting information, awaiting client approval, waiting for customer, or completed.

  2. 2

    Record

    Each enquiry receives a reference, status, owner, due date, and next action.

    Open enquiry tracker PDF in a new tab
  3. 3

    Check authority

    The permissions map determines whether ClearDesk may handle the action directly, prepare a draft, or refer it to the client.

    Open permissions map PDF in a new tab
  4. 4

    Respond and follow through

    Approved routine acknowledgements, reminders, appointment confirmations, and quotation follow-ups are completed or prepared according to the agreed rules.

  5. 5

    Escalate decisions

    A customer requests a discount. ClearDesk does not approve it. The request is recorded as Awaiting client approval with the amount, reason, deadline, and recommended next action.

  6. 6

    Report

    The weekly report shows completed activity, unresolved items, pending approvals, support usage, and priorities for the following week.

    Open weekly report PDF in a new tab

Part D

What the client receives

  • • Organised inbox categories
  • • Updated enquiry and follow-up tracker
  • • Approved acknowledgements or response drafts
  • • Appointment and quotation follow-up schedule
  • • List of decisions awaiting approval
  • • Completed-work summary
  • • Weekly operations report
  • • Visible support usage

Part E

Before and after

Before

  • • Work scattered across email
  • • Unclear priorities
  • • Enquiries not consistently recorded
  • • Follow-ups dependent on memory
  • • Approvals mixed with routine work
  • • No single weekly status view

After

  • • Each item has a status and next action
  • • Routine messages follow approved rules
  • • Sensitive decisions remain with the client
  • • Pending follow-ups have due dates
  • • Completed activity is recorded
  • • Management receives one clear summary

All numbers in this walkthrough are illustrative.

Measured work, not invented outcomes

How ClearDesk measures the work

Live engagements may measure support hours used, messages reviewed, enquiries recorded, routine responses completed, quotations followed up, appointments confirmed, documents prepared, approval items escalated, open actions at the end of the reporting period, and response or completion time where appropriate.

Actual results depend on the agreed workflow, available information, client approval timing, and workload. ClearDesk reports measured activity and does not guarantee revenue, conversion, or time savings.

The working documents

Open each document at the point where it is used.

Demonstrations now. Verified case studies as engagements are completed.

The current examples are fictional demonstrations designed to show ClearDesk’s process, controls, and outputs. Verified case studies and measurable client outcomes will only be published with the client’s permission.

Prepare for a workflow discussion with the client readiness checklist

Your business, the same controls

Ready to organise one real workflow?

ClearDesk will define the scope, approval boundaries and expected output before work begins.

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