The Challenge
A local HVAC company was generating solid inbound leads from Google Ads but converting fewer than 30% into booked appointments. The main issue: calls came in after hours, on weekends, and during jobs — and nobody was there to answer.
Every missed call was a missed customer. They were leaving thousands of dollars per month on the table.
Our Approach
We deployed our AI voice receptionist to handle all inbound calls 24/7. The AI qualifies the lead, captures their info, answers common questions about pricing and availability, and books them directly into the team's calendar.
For leads that came in via web form, we layered an SMS follow-up sequence that engaged them within 90 seconds of submission.
What We Did
- 01Deployed AI voice receptionist trained on the client's services, pricing, service area, and frequently asked questions.
- 02Integrated directly with their Google Calendar so the AI could check availability and book appointments in real time.
- 03Built a 3-step SMS follow-up sequence for web leads: instant reply, follow-up at 2 hours, and re-engagement at 24 hours.
- 04Set up CRM logging so every call, lead, and booking was captured and visible to the team in one dashboard.
- 05Added hot-lead escalation triggers — when a caller signals high urgency, the AI immediately notifies the owner via text.
"We used to miss calls constantly — nights, weekends, during jobs. Now the AI handles everything and our booked appointments have tripled. It paid for itself in the first week." — Marcus T., Owner, Local HVAC Company
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