Home Services Company Automates Lead Intake & Scheduling — Saving $3,400 Per Month

A regional HVAC & home-services company was stuck managing leads across text messages, emails, Facebook messages, and inbound calls. The owner wanted more structure, but the team didn’t have time to build internal systems — so they joined the AE Elite Plan to transform their CRM into a fully-automated operations hub.

The Operational Challenge

• Leads were tracked manually in spreadsheets
• Appointment scheduling required phone follow-ups
• Sales reps forgot to follow up consistently
• Missed estimates resulted in lost revenue
• No pipeline visibility for management
• Response time depended on staff availability

With peak-season demand, they were leaving deals on the table.

Automation Systems We Deployed

To standardize the client journey from inquiry to closed job, our Account Executive built:

• Website & social lead capture forms integrated directly into the CRM
• Automated SMS & email appointment scheduling workflows
• Sales follow-up automations for open estimates
• Lead-scoring triggers to prioritize hot prospects
• Technician dispatch reminders & confirmations
• Pipeline dashboards for real-time reporting

Every lead entered the system automatically, followed structured workflows, and triggered communication without staff intervention.

Performance Gains

✔ Estimate follow-up completion increased from 40% to 96%
✔ Booking rates improved 28%
✔ Technician downtime decreased
✔ Average response time dropped from hours to minutes

The company went from reactive to system-driven virtually overnight.

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Time & Cost Savings

Automation replaced ~23 admin + sales coordination hours per week.

23 hrs/week × $37.50/hr
= $3,400/month in efficiency savings

Plus — additional closed jobs generated incremental revenue.

Strategic Impact

Leadership gained full visibility into the pipeline while the team eliminated manual task chasing, improved close rates, and stabilized scheduling during high-volume seasons — all without adding headcount.

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