What's really going on

Enquiries hit a shared email, a web form, and a phone. Eight salespeople means the same lead gets picked up twice, or worse, nobody picks it up. You're in Microsoft 365, so replies live in personal Outlooks — invisible to the rest of the team. That's not a software gap yet, it's an ownership gap. Every dropped enquiry for fire, CCTV or fuel logistics is a five-figure install walking away.

What to do instead

1. HubSpot Free CRM (free, unlimited users) — connect it to your Outlook and web form so every enquiry lands as a contact with one owner, visible to all 8 reps.
2. Pipedrive (~$14-15/user/mo entry — check current pricing) — if you want a cleaner visual pipeline and your reps live on mobile between sites, this fits better than HubSpot's clutter.
3. Habit: one round-robin rule. Enquiries assigned by product line (fuel logistics vs. security) the moment they arrive, not "whoever sees it first".

First action, today: in HubSpot Free, connect the shared enquiries@ inbox and your website form, then add all 8 reps as users. 30 minutes, one admin.

What you're being oversold

Someone will push you at Salesforce Sales Cloud or HubSpot Sales Hub because you're "8 reps in B2B". At 10-50 enquiries a month you are nowhere near needing sequences, forecasting or enterprise seats — you'd pay per head for features nobody opens. Doing nothing costs you the enquiries that fall between reps; with deal sizes typical for security installs and fuel systems, one missed job a month dwarfs any CRM bill.

When to revisit this

When two reps quote the same customer in the same week, or enquiries push past 50/month — that's the day the free tier starts to hurt.

The part worth getting right

The one call: are your two divisions — fuel logistics software vs. fire/CCTV/access — really one sales team, or two? If it's one team with cross-sell, a single shared pipeline works and HubSpot Free is the answer. If they're separate buyers, separate cycles, separate reps, you need two pipelines from day one — and picking the wrong shape now means rebuilding the CRM in twelve months with a year of messy data behind you.