42 hours to the first reply
That is how long a test enquiry waited for a first reply at 2,241 US companies on average, and 23 percent never replied. A second analysis of 1.25 million enquiries found that a contact attempt within an hour reached the decision maker almost 7 times as often as one an hour later.
The time goes before anyone replies: who is this, are they a fit, who takes it? In Pharen Hub an agent answers that before anyone opens the enquiry.
The workflow in Pharen Hub
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Step 1: The enquiry lands in a list
Every enquiry from a form or campaign becomes a row in the enquiries list, with its campaign, date and form answers.
Marketing and sales work from the same list. Marketing sees which campaign brings enquiries, sales sees who to call.
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Step 2: An agent grades every answer
As soon as the row exists, the agent reads the answers and gives each one a grade from A to C: team size, goal, start and budget.
It adds an overall grade, a short reason and the next step, so everyone on the team can see why an enquiry is an A.
An open enquiry. The form answers at the top, the agent's grades below. -
Step 3: You set the rules
What counts as an A is written in the agent's instructions, in plain words. For example: A from 20 employees, B if the budget is still open.
When your offer changes, you change the instructions. One rule always stays: the agent never says yes or no to anyone by itself.
The agent's instructions. On the right you can test it before it touches real enquiries. -
Step 4: A workflow routes by grade
For an A the workflow sets the owner, puts the first call in their calendar and has a second agent draft the reply.
A B gets a reminder in two weeks. A C gets a prepared decline that only a person can approve.
Eight steps: two agents, one rule, three list actions and one calendar entry. -
Step 5: The call and the reply are ready
The call is in the owner's calendar. The enquiry holds a draft reply that picks up what the form said.
The owner reads the draft, adjusts it and sends it.
The week in the calendar, with the booked first calls. 
The reply draft in the enquiry, with a note about the call below it. -
Step 6: Every grade can be checked
For every grade the Hub keeps what the agent read and wrote. If a grade looks wrong, you see why and adjust the instructions.
The agent's latest runs, with one result in detail on the right.
What the agent does not do
It prepares. Calls, yes and no stay with your team.
Result at a client
A consultancy gets about 800 enquiries a month through 5 channels. Since they all land in one list in Pharen Hub and a workflow routes them, the team needs about 1 minute per enquiry instead of about 8.
- Over 90 hours
- less searching a month
- About 800
- enquiries a month from 5 channels in one list
- Same day
- for most first replies, which often took 2 days before
More use cases
Questions about AI lead qualification
An AI agent reads each new enquiry, grades it against rules your team sets and suggests the next step. In Pharen Hub the agent works on a list, and a workflow acts on its grade.
Lead scoring adds points for fixed attributes such as industry or team size. The lead grader uses rules like that too, but it also reads the free text answers, such as what should get easier, and gives a reason for every grade.
No. The enquiries list in Pharen Hub holds every enquiry. If you already use a CRM, a workflow can pass graded enquiries on to it.
They get a C and the status not a fit. Nobody is turned down until someone on the team has read the reasoning and approved the decline.
Pharen runs the Hub on Hetzner Cloud in Germany. On request it runs on your own servers.
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