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Success Stories from Medium-Sized Businesses

Case -1

Trades

A two-person reception team struggled with midday call spikes and long callback lists. Many inquiries weren’t handled until after hours, quotes were delayed, and technicians were pulled out of jobs by ad-hoc calls. The goal was to capture calls in a structured way, book appointments on the spot, and push standard requests into the system without manual rework.

  • Starting situation

    Two phone lines, noon peak, long callbacks, quotes sent late.

  • Solution

    AI Phone Agent + Inbox Triage + Quote to Invoice automation

  • Stack

    Microsoft 365, Teams, Lexoffice, HubSpot, n8n.

  • Rollout

    Pilot 2 weeks, polish 2 weeks, light ops.

Results (8 weeks)

  • +18 booked appointments per week
  • Quote turnaround: 2 days → same day
  • ~1.1 H/Day admin time saved
  • First response < 60 s, fewer no-shows
Quote

“Nothing gets lost at lunchtime anymore. We’re booking noticeably more appointments every week.”

Markus L.

Owner
Case -2

Property Management

Reception handled long call lists every day, with recurring questions about incidents, superintendent visits, and key handovers. Many requests were standard cases, yet tickets were missed or created too late. There was also no consistent SLA control across sites. The goal was to structure call intake, answer standard questions immediately, and auto-create tickets with clear deadlines.

  • Starting situation

    Heavy call volume, repetitive FAQs, scattered task tracking.

  • Solution

    AI Phone Agent with knowledge base, ticket creation, SLA monitoring.

  • Stack

    Microsoft 365, SharePoint, Pipedrive, Teams, Zapier.

  • Rollout

    Pilot 2 weeks, weekly improvements for 6 weeks.

Results (8 weeks)

  • 42% of calls resolved without human handoff
  • First response: 6–8 min → < 60 s
  • ~23 h/month saved in reception/admin
  • SLA breaches per month: −55%
Quote

“Our standard cases finally run end-to-end. From email to invoice with no duplicate entry.”

Jonas S.

Managing Director
Case -3

Clinic & Studio Network

Multiple locations, different teams, uneven processes, and limited local visibility. Appointments were often made by phone, new patients had recurring questions, and onboarding for new staff varied by site. The goal was to improve local findability, standardize intake and onboarding, and turn repeat “how-to” questions into short, easy-to-watch video answers.

  • Starting situation

    New locations, weak local visibility, inconsistent onboarding.

  • Solution

    Local + LLM SEO pages, AI Avatars for intake, onboarding and how-tos.

  • Stack

    WordPress, Google Business Profile, Search Console, Descript, LMS.

  • Rollout

    SEO pilot 4 weeks, avatar pilot 2 weeks, combined calendar.

Results (8 weeks)

  • Maps calls: +37%
  • Intake time per new patient: −22%
  • Completion rate of onboarding videos: 74%
  • Ticket volume on repeat “how-to” questions: −28%
Quote

“Patients get answers immediately. Call volume is down, and the team can focus on treatments.”

Anna K.

Practice Manager
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