Inbound AI Voice Agents to Qualify Leads for Office Optim

Thursday 21st November 2024

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How it all began

OfficeOptim, a leader in asphalt repair and maintenance, receives a high volume of inbound calls from property managers and business owners needing quick estimates. But dealing with busy lines, repeated inquiries, and lost leads became a serious barrier to growth. Enter Qonvo’s Inbound AI Voice Agents, which now handle the initial conversation and ensure no lead is lost.

The Challenge

• Overloaded Phone Lines: Staff couldn’t keep up with the volume of inbound calls.
• Quality Control: Ensuring each caller was asked the right questions before scheduling onsite visits.
• Data Capture: Important lead details were lost when team members were off or busy.

The Qonvo Solution

• Call Screening: The AI answers inbound calls and collects essential contact information, job details, and any special requirements for asphalt repair.
• Qualification & Routing: If the project is large or urgent, the call can be instantly transferred to a human sales rep.
• Real-time CRM Updates: OfficeOptim’s HubSpot CRM is automatically updated with call transcripts and recordings, so the team has complete insights into each lead’s request.

Implementation

1. Needs Assessment: OfficeOptim identified the top questions they must ask on every call (e.g., square footage, timeline, location details).
2. Voice Agent Scripting: A friendly, professional script was built to guide callers and gather these key data points.
3. CRM Integration: HubSpot was connected to Qonvo so that every call’s data—and even the transcript—flows in automatically.
4. Team Training: OfficeOptim’s team was trained to handle escalated calls once the AI agent flags them as high-priority.

Results & Impact

• Improved Lead Qualification: The top 3-5 key questions are always asked, leading to quicker, more informed follow-ups.
• Better Caller Experience: Clients appreciate the immediate attention and quick routing to the right person.
• Centralized Data: Everything from transcripts to call recordings is accessible in HubSpot, reducing confusion and improving response time.

Key Takeaway For OfficeOptim, Qonvo’s Inbound AI Voice Agents streamline the customer experience from the very first phone ring. With leads never left hanging, OfficeOptim can confidently manage a growing call volume while focusing on genuine human conversations only when they matter most.

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