CASE STUDY
Recovering $15k/mo in missed calls with an AI Voice Agent
How a local HVAC company automated their phone lines to capture leads 24/7 without adding headcount.
The Problem
The company was missing 30% of calls during peak hours and 100% after 5 PM, losing emergency jobs to competitors.
The Solution
We built a custom AI Voice Agent that answers 24/7, qualifies leads based on service area and urgency, and books appointments directly into their dispatch software.
Key Results
- 0 Missed Calls (down from 30%)
- +$15k Monthly Revenue from after-hours jobs
- Reduced office admin time by 15 hours/week
The Challenge
For a busy local HVAC company, a ringing phone is the sound of revenue—unless no one answers it.
This company had a team of excellent technicians, but their office staff was overwhelmed. During peak hours, they were missing 30% of incoming calls. After 5 PM and on weekends, that number hit 100%.
“We knew we were losing money, but we didn’t realize how much until we saw the call logs. Every missed call was a potential $5,000 install going to our competitor.”
Every missed call was a potential emergency repair or system replacement going to a competitor who picked up the phone.
Before vs. After
| Feature | Old Way (Manual) | New Way (AI Agent) |
|---|---|---|
| Availability | 9 AM – 5 PM (Mon-Fri) | 24/7/365 |
| Response Time | 2-5 minutes (or voicemail) | Instant (<1 sec) |
| Capacity | 1 call at a time | Unlimited concurrent calls |
| Booking | Manual entry by staff | Automatic calendar sync |
| Cost | High (Salaries + Overtime) | Low (Flat monthly fee) |
The Solution
We implemented a custom AI Voice Agent integrated directly with their existing phone system and calendar. This wasn’t just a voicemail replacement; it was a fully trained virtual employee.
How It Works
- Instant Answer: The AI picks up immediately, greeting the caller naturally.
- Intent Recognition: It determines if the caller needs sales, support, or emergency service.
- Qualification: It checks if the customer is in the service area and what specific issue they have.
- Live Booking: If qualified, the AI offers real-time slots from the technicians’ calendar and books the appointment.
- Handoff: For complex issues it can’t handle, it summarizes the call and notifies a human manager via SMS.
Unlike a standard answering service that just takes messages, this agent was trained on:
- Pricing & Services: It knows exactly what they charge and what they do.
- Service Area: It politely declines jobs outside their 20-mile radius.
- Lead Qualification: It distinguishes between a “no heat” emergency and a routine tune-up.
The Impact
Within the first month of operation, the impact was immediate and measurable.
The most significant change was capturing the “emergency” revenue that was previously lost to voicemail. By answering instantly at 8 PM on a Friday, the AI agent was able to book high-value weekend jobs that paid for the entire system in a single night.
By The Numbers
- 0 Missed Calls: Down from ~30% during peak times.
- $15k New Revenue: Generated purely from after-hours and weekend bookings.
- 15 Hours Saved: Office staff stopped playing phone tag and focused on dispatching.
Office morale also improved. Instead of starting Monday morning with a backlog of angry voicemails, the dispatch team opened their calendar to see jobs already booked and qualified, ready to be assigned.