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Manual follow-ups went to zero. Showup rates went up 3x.
AI Automation
CRM Integration
Client
HealthTech Startup
Category
AI Automation · CRM Integration · Web Development
Work Period
January 2025 – April 2025
Industry
Healthcare / SaaS
The Challenge
The client was running a HealthTech SaaS product for clinic management. They had a decent inbound lead pipeline from their Google Ads, roughly 60–80 leads per month, but their sales team was manually calling every lead, sending follow-up emails by hand, and losing nearly 70% of booked demo slots to no-shows.
The problem wasn't lead volume. It was the gap between a lead coming in and a qualified conversation actually happening.
Their CRM was disconnected from their ad forms. There was no automated follow-up. No pre-demo reminder sequence. A sales rep was spending 3+ hours a day on tasks that should have taken zero.
Our Strategy
AI Voice Agent for Inbound Leads Built and deployed an AI voice agent that calls inbound leads within 90 seconds of form submission, any time of day, including nights and weekends. The agent qualifies the lead, captures intent details, and books a demo slot directly into the sales team's calendar. No human involvement required at the top of funnel.
CRM Automation via n8n Integrated their lead forms, CRM, calendar system, and WhatsApp Business API through n8n. Triggered sequences based on lead status: new lead → voice agent call → CRM entry → WhatsApp confirmation → demo reminder at T-24h and T-1h → post-demo follow-up.
Pre-Demo Nurture Sequence Built a 3-touch email and WhatsApp sequence between booking and the demo. Included a product overview video, a one-page PDF on the problem their product solves, and a personal message from the founder. Designed to warm the lead before the salesperson ever speaks to them.
Web Experience Rebuild Redesigned the demo booking flow on the website, from a generic contact form to a qualified intake process that captured company size, current tools, and pain point. Sales team entered every call already knowing who they were talking to.
The Results
Within 60 days of the full system going live:
Showup rate for booked demos increased from 28% to 84%
3x more qualified demos per month, same ad spend, more pipeline
Sales team's manual outreach time reduced to near zero
Average lead response time dropped from 6 hours to 90 seconds
12 new SaaS clients closed in the first 60 days of the new system (vs. 3 in the prior quarter)
The AI voice agent became their best-performing SDR. It doesn't take sick days.
