Case studies
The same structural problem, solved across six industries.
Every engagement below follows one shape: find where revenue leaks between the marketing and the money, close it with systems rather than headcount, and report it to a single cost-per-outcome number.
Client names are withheld under engagement confidentiality. Figures marked [placeholder] are illustrative of the structure of a result and are not client-reported numbers.
How to read these
Four sections, every time.
Industry and scale. The challenge as the operator described it. What we built. What moved, and over what period.
1. Situation
Revenue band, locations, team size and the channels already running before we arrived.
2. Challenge
The leak, stated as a stage in the funnel rather than a feeling about marketing.
3. Build
The systems installed — answering, recovery, routing, attribution — and what stayed human.
4. Result
One north-star cost-per-outcome number, plus the stage metrics underneath it.
Case 01 — Dental
A multi-location dental group that was buying calls it never answered.
Six locations, one shared front desk model, paid search running in every market.
Challenge
Ad spend was producing calls at the highest cost per lead of any advertising vertical measured. A large share of new-patient calls hit voicemail during hygiene blocks and lunch, and nobody owned the missed-call queue.
What we built
A 24/7 AI voice agent trained on services, providers and insurance mix, writing appointments into the practice management system. Missed-call text-back inside sixty seconds on every line. Unscheduled-treatment follow-up driven by treatment-plan events. Attribution carried through to seated appointment.
Result
Answer rate on inbound new-patient calls moved from partial coverage to full coverage across all six locations. Cost Per Seated New Patient became a reported monthly number by source for the first time. [placeholder: % change in cost per seated new patient]
Related: Revenue operations for dental practices.
Case 02 — Law firms
A personal injury firm losing signed cases after hours.
Single-state practice, heavy paid acquisition, intake handled by the case team between hearings.
Challenge
Case value made every lost inquiry expensive, and the most valuable inquiries arrived outside office hours. Speed to first response was measured in hours, and no one could say which campaigns produced signed cases rather than leads.
What we built
Immediate response on every channel with conflict-safe intake questions, human escalation on anything requiring legal judgment, structured qualification captured into the case management system, and attribution from click through consult to signed case.
Result
First-response time collapsed to seconds on every inbound inquiry, including nights and weekends. Cost Per Signed Case replaced cost per lead as the reported number. [placeholder: % change in cost per signed case]
Related: Revenue operations for law firms.
Case 03 — Home services
A home services operator paying $228 per lead before anyone picked up.
Regional contractor, multiple trades, seasonal demand spikes that overwhelmed the office line.
Challenge
Across seventy million tracked calls to home services businesses, only 52 percent of callers reached a live person — and 55 percent of those businesses never asked the caller to book the job. This operator matched the pattern: callers reached voicemail at peak, and booked jobs depended on who happened to be at the desk.
What we built
Full call coverage with an agent that asks for the booking every time, live capacity-aware scheduling, overflow handling during storm and seasonal spikes, and reporting tied to trucks dispatched rather than forms submitted.
Result
Every inbound call answered and asked to book. Cost Per Truck in a Driveway became the single reported number across trades. [placeholder: % change in booked-job rate]
Case 04 — Med spa & aesthetics
A med spa converting consultations, then losing the rebook.
Two locations, injectables and device treatments, strong social demand.
Challenge
Aesthetics lives or dies on two numbers almost nobody measures: consultation to treatment, and whether the client ever rebooks. Neither existed in any report. Inquiries arrived across DMs, forms and phone with no shared queue.
What we built
One inbox across every channel with immediate response, consultation confirmation and reminder sequences, treatment-plan follow-up tied to the booking system, and lapsed-client reactivation segmented by treatment type.
Result
Consultation-to-treatment and rebook rate became standing monthly metrics. Cost Per Treatment Plan Started replaced channel-level reporting. [placeholder: % change in rebook rate]
Case 05 — Recruiting & staffing
A staffing firm sitting on a database it never worked.
Specialist placement firm, two desks, growth constrained by response speed rather than sourcing.
Challenge
Among staffing firms that grew revenue more than 25 percent last year, 56 percent of the highest performers report average placement times under ten days — while the median role still takes around forty-five days to fill. The gap was not sourcing. It was how fast the first response went out, on both sides of the desk.
What we built
Immediate candidate and client response, automated re-engagement of the existing candidate database by skill and recency, interview scheduling without recruiter involvement, and pipeline reporting by stage.
Result
Time to first response measured in minutes on both sides. Cost Per Placement became the reported number rather than cost per applicant. [placeholder: change in average days to fill]
Case 06 — Specialty & elective medical
A specialty practice where two thirds of referrals went nowhere.
Elective procedure practice with referral-driven and direct-to-consumer demand.
Challenge
In a peer-reviewed study of 103,737 referrals, only 34.8 percent ended in a documented, completed specialist appointment. The practice had no visibility into which referrals stalled, and procedure slots went unfilled while a waitlist existed.
What we built
A closed referral loop with status on every referral, proactive outreach on stalled ones, waitlist-driven slot fill on cancellations, and HIPAA-compliant handling across the chain with signed agreements from every vendor.
Result
Referral completion tracked end to end for the first time. Cost Per Filled Procedure Slot became the north-star metric. [placeholder: % change in referral completion]
What we will not claim
We do not publish outcome guarantees, and we do not attach client names or logos without written permission. Where a number on this page is marked as a placeholder, it is a placeholder — it shows the shape of the metric we report, not a result we are attributing to a client. Industry statistics cited above are drawn from the published studies referenced on the relevant service pages.