3x lead-to-booking conversion
Reliant HVAC (residential, 6 trucks)
3x
Lead conversion lift
47
After-hours bookings/mo
28 sec
Avg response time
112
Calls recovered/mo
The context
Reliant was missing roughly a third of inbound calls — most after 5pm and on weekends. Those leads went straight to a competitor.
What was broken
- /* PLACEHOLDER */ ~30% of inbound calls missed
- No after-hours capture
- Voicemail-to-booking rate was effectively 0%
What we shipped
Deployed AI missed-call text-back that engaged callers within 30 seconds, qualified the issue, and offered a same-week slot pulled from the live dispatch board.
"I used to lose every weekend lead. Now they're already booked when I get to the office Monday."
— /* PLACEHOLDER */ Owner, Reliant HVAC
How They Did It — The Implementation Detail
The Starting Problem
Reliant HVAC was running roughly 35 inbound calls per day with a 30% miss rate concentrated in after-hours and weekend windows. Their on-call rotation existed but lagged 15–45 minutes behind the initial call — long enough for most callers to have already booked a competitor.
The System They Deployed
A 3-component AI stack: (1) instant SMS text-back to any missed call within 5 seconds; (2) AI triage to determine emergency vs. scheduled service and route accordingly; (3) auto-booking for scheduled requests using their existing Housecall Pro calendar. Total setup time: 11 days. Monthly cost: under $500.
The 90-Day Results
Within 90 days, lead-to-booking conversion 3x'd. After-hours bookings jumped from 4/month to 47/month. Average response time dropped from 22 minutes to 28 seconds. Revenue attributable to recovered calls: $84K in the first quarter. The on-call tech only got paged for true emergencies — a 70% reduction in night-call disruption.
What Made It Work
The biggest insight wasn't the technology — it was matching the AI's tone to Reliant's existing brand voice. Generic AI greetings drove 30% lower engagement than messages that sounded like Reliant's actual dispatcher. Personality matters, even in automated systems.