I'm working on a CRM/outreach product for small teams, and this is a step I'm trying to get right. This is research for the build, not a request for software recommendations.

Someone replies 'sounds interesting, send me some details.' You send the information. Now there's a positive reply in the inbox, but that doesn't necessarily mean there's a real opportunity yet.

What do you actually record at that point? Do you create a deal immediately, keep it as a conversation with a next task, or wait until you've confirmed something specific?

I'm especially interested in teams where the person handling the reply isn't always the person who follows up. What has to be written down so the next person can pick it up without rereading the entire thread? And what tends to get missed?

A recent example would help, with names and private details left out. I'd rather hear what you really do on a busy day than the ideal process in a CRM training guide.