Case studies

Case Study – Voice AI Agent

Industry: Dental & Aesthetics Clinic
Solution: 24/7 Voice AI Agent as front‑desk receptionist

Challenge

The clinic operated three locations with a small reception team constantly overwhelmed by calls. Patients regularly reported:

Long hold times at peak hours
Calls rolling to voicemail over lunch and after 5pm
Difficulties rescheduling or cancelling appointments
Management estimated that more than 20% of incoming calls went unanswered during busy periods, directly impacting bookings and patient satisfaction.

Independent studies show that voice AI can handle 60–70% of customer calls autonomously, reducing support costs by up to 70% and improving response times significantly.

Solution: 24/7 Voice AI Agent as front‑desk receptionist that:

Answer all calls 24/7 with a natural, human‑like voice
Handle common questions (prices, opening times, locations, directions)
Book, reschedule and cancel appointments directly in their practice management system
Capture messages and triage urgent requests to the on‑call dentist.

Results (First 90 Days)

71% of calls fully handled by AI without needing a human
Incoming call wait time reduced by 60%, as callers were no longer queued
Appointment no‑shows down by 18%, driven by automated reminder calls and easy rescheduling
Front‑desk workload reduced by ~40%, allowing staff to focus on in‑clinic patient experience
Estimated cost saving: ~45% on reception and call‑handling costs, in line with broader research showing 40–70% savings when voice AI is adopted in customer support

Client Feedback

“For the first time, we aren’t apologising for missed calls. Patients get through immediately, even at peak times. Our staff are less stressed, and our chairs are fuller.”

Case Study – Custom AI Agent

Industry: B2B Services & Consulting
Solution: Custom AI Agent to automate internal workflows & reporting

Challenge

This growing consulting company had multiple teams working across spreadsheets, email threads and separate tools. Critical problems:

Project status updates were manual and inconsistent
Weekly reports took senior staff 4–6 hours to compile
Client emails, notes and tasks were scattered across different systems

Research on custom AI and workflow automation shows organisations can achieve 40%+ efficiency gains by automating repetitive knowledge work and integrating systems through AI agents.

Solution: Custom AI Agent that:

Connected to the client’s CRM, task manager and document tools
Automatically summarised project updates from emails, call transcripts and tickets
Generated weekly status reports for each client, including risks and next actions
Created follow‑up tasks for consultants directly from meeting notes

Results (First 60 Days)

Time spent on reporting cut by 65% – from 4–6 hours per week per manager to under 1 hour
Project status visibility improved across teams, reducing duplicated work and missed deadlines
Faster client responses: AI‑generated draft replies and summaries reduced response time by 30–40%
Operational capacity increased by ~25% without adding headcount, consistent with case studies where AI agents take over repetitive tasks and free teams for higher‑value work

Client Feedback

“What used to be a painful ‘report Friday’ is now a quick review. The AI does the heavy lifting, and our consultants spend more time with clients instead of inside spreadsheets.”

Case Study – AI Lead Engagement & Appointment Booking

Industry: Home Improvement / Trades (B2C)
Solution: AI Voice Agents for automatic lead engagement, qualification & booking

Challenge

The company ran paid ads and lead forms but had three major issues:

Sales reps often called new leads hours later, sometimes the next day
Leads came in evenings and weekends when nobody was available to respond
Sales team was stuck in “phone tag” instead of focusing on qualified prospects

External data shows that AI‑driven lead engagement can boost conversion rates by around 30% and dramatically improve speed‑to‑lead by engaging prospects instantly.

Solution: AI Lead Engagement & Appointment Booking Agent that:

Immediately called back new web form leads and answered inbound calls 24/7
Held a natural conversation to understand project type, budget and timeline
Qualified leads using criteria defined by the client (location, job size, readiness to start)
Offered available time slots and automatically booked site visits into the team’s calendar
Synced all data (scores, transcripts, answers) into their CRM

Results (First 60 Days)

Speed‑to‑lead reduced from “hours” to “seconds” – every lead was contacted almost instantly
Lead‑to‑appointment conversion up by 34%, matching industry reports where AI lead‑qualifiers raise conversion by 20–40%
Sales reps spent 50% more time on qualified opportunities, as AI filtered out low‑intent or out‑of‑area leads
Evening and weekend bookings grew by 47%, bringing in revenue that was previously lost
Overall, the company saw a measurable uplift in monthly revenue with a clear, positive ROI within the first 2–3 months, consistent with broader AI appointment‑setting deployments

Client Feedback

“Our diary is fuller, and our reps are talking to people who actually want to buy. The AI handles the chasing and scheduling – we focus on closing.”

Case Study – Hybrid Voice AI + Human Team

Industry: Multi‑location Wellness & Beauty Brand
Solution: Hybrid model – Voice AI Agents + human team

Challenge

The brand ran 10+ locations and a central phone line. Problems included:

Long wait times at peak hours (lunchtime, evenings)
Staff constantly forced to choose between in‑person customers and ringing phones
High cost of staffing a full call centre to cover all hours

Studies on contact centres adopting voice AI show 30–60% cost savings and significantly improved handling times when AI handles the first line and humans handle escalations.

Solution: Hybrid Voice AI Agent that:

AI handled first contact for all locations (greetings, menus, FAQs, appointment booking)
Complex or sensitive calls (complaints, high‑value memberships) were intelligently routed to human agents with full context
AI managed reminder calls and follow‑ups for all bookings

Results (First 4 Months)

58% of calls fully resolved by AI, 42% escalated to humans with better context
Call centre staffing needs cut by 35% while service hours expanded
Average handling time reduced by ~30%, mirroring external findings on AI voice deployments
Customer satisfaction improved, with fewer abandoned calls and more flexible booking options

Client Feedback

“We didn’t want to lose the human touch. With the hybrid model, we didn’t. AI takes the routine load, and our team handles the conversations where empathy and nuance matter most.”

Case Study – Barber Shop Voice AI Agent

Industry: Barber Shop / Male Grooming
Solution: Voice AI Agent + AI lead engagement & booking

Challenge

This barber shop was fully booked at peak times but still losing money because:

Phone rang constantly while barbers were with clients
Many calls went unanswered or to voicemail during busy hours
Customers struggled to book or reschedule outside opening times
Staff lost time answering the same questions about prices, opening hours and services

In small service businesses, missed calls and slow responses are a major revenue leak. Voice AI in similar customer‑facing environments has been shown to reduce call handling costs by up to 40–70% while increasing answered call rates dramatically.

Solution: AI Lead Engagement & Appointment Booking

Answered every call 24/7 in a friendly, branded voice
Gave clear information on prices, services and opening hours
Checked real‑time availability and booked appointments directly into their calendar
Allowed customers to reschedule or cancel without speaking to staff
Captured caller details and notes (style preferences, beard trim, skin fade etc.) for future visits
Lead engagement for missed calls and online form enquiries, so anyone who reached out after hours received an immediate callback from the AI to complete their booking.

Results (First 60 Days)

Missed calls cut by over 80% – almost every customer call was answered on the first attempt, even at peak times
Missed calls cut by over 80% – almost every customer call was answered on the first attempt, even at peak times
Online and after‑hours bookings up by 35%, as customers could book in the evening and early morning without waiting for opening time
Staff time on the phone reduced by ~50%, freeing barbers and reception to focus on in‑shop experience rather than constant interruptions

Client Feedback

“Our diary is fuller, and our reps are talking to people who actually want to buy. The AI handles the chasing and scheduling – we focus on closing.”

Case Study – Mechanic & Garage: Never Miss a Repair Booking

Industry: Auto Repair / Garage
Solution: Voice AI Agent + AI lead engagement & booking

Challenge

This independent garage had a strong local reputation but was constantly struggling with:

Phones ringing while mechanics were on the shop floor
Missed calls during busy periods and at opening/closing times
Customers unable to book or change appointments outside working hours
Staff losing time on repetitive calls: prices, MOT availability, “earliest slot?”, “can you fit me in today?”

In service businesses like garages and auto repair, slow responses and missed calls directly translate into lost work. Data from voice AI deployments in automotive and local service sectors shows that AI answering services can eliminate up to 80–87% of missed calls, recapture significant booking revenue, and keep phone lines responsive even with limited staff.

Solution: Garage‑trained Voice AI Agent that:

Answered every call 24/7 with a friendly, professional voice
Understood common auto repair and MOT terms (“brakes squeaking”, “service due”, “MOT failed”, “warning light on”)
Checked real‑time availability and booked MOTs, services and repairs directly into their scheduling system
Allowed customers to reschedule and cancel bookings automatically
Captured key details (vehicle type, reg, problem description, urgency) and synced them to the garage’s CRM / job system
Lead engagement for missed calls and online enquiries: when someone submitted a form or rang outside hours, the AI called back automatically to complete the booking and avoid losing the job.

Results (First 90 Days)

Missed calls during peak times reduced by ~80%, similar to other Voice AI rollouts where restaurants and auto businesses saw 80–87% fewer missed calls and up to tens of thousands in recovered revenue per locatio
Bookings increased by 25–35%, driven by instant response and out‑of‑hours availability, in line with automotive examples where AI voice agents boosted bookings by around 30%
Staff time on the phone cut by about 50%, allowing mechanics and front‑desk staff to focus on customers on site rather than constant interruptions
Evening and weekend appointment requests captured instead of lost, adding a consistent flow of additional MOTs and repair jobs
The owner saw a clear, positive ROI within the first 2–3 months, reflecting broader data that AI voice agents can reduce operational costs by 30–50% while increasing conversion and appointment volume

Client Feedback

“We used to dread Monday mornings – dozens of voicemails and frustrated customers we couldn’t get back to in time. Now every call is answered, bookings happen automatically, and my team can actually focus on fixing cars. We’re busier, more organised, and not burning out on the phone.”