Valley Mechanical runs a healthy service business with strong demand — and loses a meaningful slice of it at three specific points: missed inbound calls, slow estimate follow-up, and zero reactivation of past customers. None of these require new staff to fix. All three are automatable with proven, boring technology, and all three pay for themselves within the first 60 days.
| Leak | What we measured | Annual cost (est.) |
|---|---|---|
| Missed inbound calls | ~31% of calls during jobs/after hours go to voicemail; ~70% of those callers never call back — they call a competitor | $48,000 |
| Slow estimate follow-up | Estimates sent, then untouched; no systematic follow-up after day 2 | $22,000 |
| No customer reactivation | 1,900 past customers, no maintenance reminders or seasonal campaigns | $14,000 |
| Manual scheduling ping-pong | Office manager spends ~2 hrs/day coordinating by phone/text | $13,000 |
| # | Automation | What it does | Est. ROI / yr | Build effort |
|---|---|---|---|---|
| P1 | Missed-call rescue | Instant text-back on every missed call; qualifies, answers FAQs, books the job into your calendar | $34–48K | 1 week |
| P1 | Estimate follow-up engine | Automatic 3/7/14-day follow-up sequence on every open estimate, by text + email, until answered | $15–22K | 1 week |
| P2 | Customer reactivation | Seasonal tune-up campaigns + maintenance reminders to the existing customer list | $10–14K | 3–4 days |
| P2 | AI scheduling assistant | Customers self-book and reschedule by text; calendar stays conflict-free | $9–13K | 1–2 weeks |
| P3 | Review engine | Post-job review requests with smart timing; routes unhappy customers to you privately first | $5–8K | 2–3 days |
| P3 | Back-office copilot | Invoice chasing, supplier-quote comparison, weekly KPI digest to your phone | $6–9K | 1 week |
ROI estimates are ranges built from your own call logs, close rates, and average ticket — methodology shown in the full report appendix. We deliberately use the conservative end for payback math.
Build + launch missed-call rescue and the estimate follow-up engine. Both live within 3 weeks; first recovered jobs typically inside week one of launch.
Customer reactivation campaign to 1,900 past customers + AI scheduling assistant. Measure: booked tune-ups, reschedule rate, office hours saved.
Review engine + back-office copilot. Monthly KPI report begins: calls rescued, jobs booked, revenue attributed, hours saved.
Recommended scope: P1 + P2 items as a single fixed-price build — $6,500, 4 weeks, including team training and documentation. Ongoing: AI Manage retainer at $1,000/mo (monitoring, optimization, 2 new automations/month, 90-day ROI guarantee).
Conservative payback: build cost recovered in under 6 weeks at the low end of the P1 ROI range alone.
5 business days. Yours to keep, whether you build with us or not.
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