Website Redesign + AI Receptionist + Automated Follow-Up
The Challenge
A family-owned HVAC company in the Kansas City metro had been in business for over 15 years. They had a solid reputation and steady referrals, but growth had stalled.
Their website was outdated and didn’t reflect the quality of their work. More importantly, they were losing leads. The owner estimated that 30-40% of incoming calls went to voicemail during busy service hours. Those callers rarely left messages. They just called the next company on the list.
Follow-up was inconsistent. When a new lead did come in, it sometimes took a day or two for someone to respond. By then, the customer had already hired a competitor.
They also knew reviews mattered but had no system for asking. Their Google rating sat at 4.2 stars with only 28 reviews, while competitors had 100+.
The Solution
We started with a new website built on our platform. Clean design, fast load times, mobile-optimized, and connected directly to our CRM. Every form submission and phone call was tracked and routed properly.
Next, we deployed an AI Receptionist. She answers calls 24/7, responds to website chats, and sends follow-up texts to missed calls within seconds. She collects the caller’s information, answers common questions, and schedules appointments directly on the team’s calendar.
We also built three automations:
- New Lead Follow-Up: When a form is submitted or call is logged, the system immediately sends a text and email confirming receipt and setting expectations.
- Appointment Reminders: Customers receive a reminder 24 hours before their scheduled service, reducing no-shows.
- Review Request: 48 hours after a completed job, the system sends a text asking for a Google review with a direct link.
The Results
After 90 days:
Lead Response Time Before: 6-24 hours After: Under 2 minutes
Missed Call Recovery Before: 0% (no follow-up system) After: 100% of missed calls received a follow-up text within 60 seconds
Google Reviews Before: 28 reviews, 4.2 star average After: 67 reviews, 4.7 star average
Website Conversions Before: ~12 form submissions per month After: ~30 form submissions per month
Estimated Revenue Impact The owner estimated that faster follow-up and recovered missed calls generated an additional $8,000-10,000 per month in booked jobs during the first quarter.
Key Takeaway
“We knew we were losing calls, but we didn’t realize how many until we saw the numbers. The AI handles it now. We don’t miss anything.”
— Owner, HVAC Company
Services Used
- AI-Powered Website
- AI Receptionist
- Business Automation (3 workflows)