Cut missed-lead loss by 80% for a 12-person landscaping company in 6 weeks
Client snapshot
A 12-person regional landscaping company doing $1.8M in annual revenue, serving residential and small commercial accounts in a single metro. Owner-led, with one office manager fielding the inbound. Three salespeople, all of whom also run jobs.
The problem
Around 30 inbound leads a week came in across the website form, Google Business Profile, and a tracked phone number. Roughly 40% of them landed outside business hours, weekends included. Nobody saw any of it until Monday, by which point the homeowner had already booked someone else. The owner put the loss at $4,000 to $6,000 in pipeline a month, lost to nothing more than slow first response.
What we built
A first-response flow listening on all three inbound channels. Within 60 seconds of a lead arriving, a Twilio SMS went out acknowledging it, asking the three things they actually needed to know (project type, ZIP, target start date), and offering a callback window. The answers fed into HubSpot as a new contact, pre-staged "Qualified" if they matched the ICP and "Disqualified" otherwise so the office manager could trust the list on Monday morning.
Claude ran the SMS conversation. If the lead said anything outside the qualifying script, the thread handed off to the office manager instead of guessing.
Results, six weeks in
- After-hours response time: 60 seconds. Previously: not until Monday.
- 23 appointments booked from leads that otherwise would have gone nowhere.
- $30,000+ in net-new pipeline traceable to the after-hours capture.
- Office manager opens a Monday-morning digest instead of cold-cycling 30 form-fills.
Quote
"The thing that surprised me is how many of these were good leads. We assumed after-hours was tire-kickers. Half of it turned out to be people scrolling on the couch at 9pm." Owner
Build snapshot
- Timeline: 5 business days
- Stack: n8n, Twilio, HubSpot, Claude
- Investment: $1,800
- Who owned it: the owner sat in discovery; the office manager ran the post-launch monitoring.
The pattern
This is the pattern we ship in the Missed-Lead Rescue engagement. If it looks like your problem, the build is the same, with your inbound channels and CRM swapped in.
This is an illustrative composite drawn from operator engagements. Names, identifying details, and exact metrics are anonymised. The workflow, stack, and approach are real.
Looks like your situation?
A 30-minute call tells us whether the same pattern fits your operation, and what it would cost to ship it.