CASE STUDIES
🗜️ Case Study:
How AI Transformed a Busy HVAC Company
The Challenge:
The owner of a thriving HVAC business was under constant stress and feeling overwhelmed due to the heavy administrative workload faced by their office team. Critical tasks such as contract renewals frequently slipped through the cracks, while important service reminders were often overlooked. This led to renewal invoices not being sent out promptly, causing noticeable cash flow issues that affected business stability.
At the same time, potential new customers were regularly being lost to competitors due to slow or delayed responses to incoming enquiries. Quotes were not followed up quickly enough, resulting in significant missed revenue opportunities.
In addition to these operational challenges, the owner and office staff frequently found themselves working late into the night and throughout weekends. They repeatedly answered routine customer questions, often addressing the same queries multiple times each day. This continual disruption not only caused staff exhaustion but also severely impacted the owner’s family life and personal well-being.
Finally, due to these time pressures and overwhelming workloads, the company rarely managed to request or follow up on Google reviews. This further limited their potential growth and online reputation, simply because the busy office team had no extra capacity to manage these essential tasks.
Our AI-Powered Solution:
We introduced a powerful and intuitive AI Employee specifically tailored for HVAC businesses, including an innovative AI Voice Employee.
Here’s how the AI solution transformed their operations:
Automated Contract & Service Reminders: AI automatically sends timely reminders to customers for contract renewals and upcoming service appointments, significantly improving payment rates and client retention.
Effortless Appointment Requests: Customers can now request appointments directly through a simple online calendar. Staff only need to approve or suggest a better time—eliminating scheduling nightmares and hours wasted trying to get through to customers during office hours.
Instant Follow-up on Leads & Quotes: AI ensures immediate responses to incoming leads and automatically follows up quotes, dramatically increasing conversions and eliminating lost sales.
AI Voice Employee Handles After-Hours Calls: An AI Voice Employee now answers the phone after hours, instantly addressing common questions. It only forwards genuine emergency calls to the owner or on-call staff—saving countless hours and preserving precious family time.
Proactive Google Reviews on Autopilot: The AI Employee proactively requests and gently follows up with customers to generate more Google reviews effortlessly.
Chatbot for 24/7 Lead Generation: An intelligent chatbot qualifies leads directly from the website and social media DM's around the clock, ensuring no opportunities slip away.
Results Achieved
Peaceful Evenings & Weekends Restored: Owner and staff now handle only genuine emergency calls outside business hours.
Significant Revenue Boost and Client Retention: Instant responses, automated contract invoicing and automated follow-ups boosted revenue and cash flow.
Appointment Scheduling Simplified: Customers self-schedule appointments online, saving hours of admin work.
Enhanced Reputation: Rapidly increasing 5-star reviews attracted more customers effortlessly.
Conclusion
Integrating the AI Employee—and specifically the innovative AI Voice Employee—completely revolutionised operations for this HVAC company.
Administrative burdens were eliminated, after-hours stress was significantly reduced and customer satisfaction soared. Now, the owner and team focus solely on their core services and genuine emergencies, confident that AI is efficiently managing the rest.
🏡 Case Study:
How an AI Employee Helped a Real Estate Agent Close More Deals and Reduce Stress
The Challenge
A busy estate agency was struggling to keep up with their daily workload. Incoming enquiries from potential buyers and sellers were frequently missed or responded to slowly, leading to lost listings and frustrated clients.
Agents spent significant amounts of time manually following up on property viewings, chasing feedback and managing repetitive questions, leaving less time for valuable face-to-face interactions and closing deals.
Additionally, their busy social media channels were overwhelming staff, resulting in unanswered messages and missed opportunities to secure new leads. They had no reliable system for proactively requesting and following up on Google reviews, significantly impacting their online reputation and limiting new client attraction.
Due to these inefficiencies, the agency were facing stagnating growth, high staff stress levels and considerable lost revenue potential.
The AI Employee Solution
To overcome these challenges, the agency implemented our tailored AI Employee solution , specifically designed for estate agents, which quickly streamlined their business operations:
Instant Response to New Enquiries: AI immediately replies to all incoming messages, emails, website enquiries and social media queries, ensuring potential leads are captured and qualified instantly—no more missed opportunities.
Automated Viewing Follow-ups: After every property viewing, AI automatically sends personalised messages to prospects requesting feedback, significantly increasing engagement and speeding up the sales process.
Lead Capture & Qualification 24/7: An intelligent AI chatbot on the agency’s website continuously captures visitor details and qualifies potential buyers or sellers around the clock, even after hours.
Automated Google Review Generation: The AI Employee proactively asks satisfied clients for Google reviews, politely follows up, and dramatically improves the agency’s online visibility and credibility.
Appointment Scheduling Made Easy: Clients now directly request property viewings or valuations via an integrated online calendar. Agents simply approve or suggest a more suitable time, eliminating scheduling headaches.
AI Voice Employee Handling After-Hours Calls: Out-of-hours phone enquiries are now answered immediately by the AI Voice Employee, who addresses routine questions, qualifies enquiries and forwards urgent or high-value calls directly to agents—preserving valuable personal time for agents and management.
The Results
The benefits were immediate, measurable, and transformative:
Revenue Increased: Faster response times, automated follow-ups, and better lead qualification meant more closed deals.
Significant Time Savings: Agents saved hours per week, freeing them to focus on high-value tasks such as client relationships and negotiation.
Online Reputation Improved Dramatically: Automatic Google review requests increased positive reviews in just three months, attracting more potential clients organically.
Reduced Stress & Better Work-Life Balance: The AI Voice Employee handled routine after-hours calls, dramatically reducing staff stress and allowing agents to reclaim their evenings and weekends.
Higher Client Satisfaction: Instant responses, streamlined appointment bookings, and proactive follow-ups meant clients consistently received excellent, responsive service.
Why Estate Agents Choose Our AI Employee
Estate agents who implement our AI Employee solution quickly realise how effectively AI handles routine tasks, giving their team more freedom to build relationships, secure listings and close sales.
Agents gain significant competitive advantage by:
Responding instantly to every lead
Automating repetitive, time-consuming tasks
Effortlessly improving online reputation
Generating new leads 24/7
Regaining valuable personal and family time
Conclusion
Adopting our AI Employee proved to be an immediate game changer for this estate agency. By significantly boosting productivity, revenue and customer satisfaction, the AI Employee has now become an indispensable part of their daily operations—making the decision to use AI an absolute no-brainer.
🧮 Case Study:
How AI Transformed an Accountancy Business
The Challenge
A busy accountancy firm found itself buried under repetitive tasks: chasing customers for VAT paperwork, sending tax reminders, responding endlessly to the same queries via SMS and social media messages, and struggling to stay on top of deadlines. Their talented team spent hours each month bogged down in mundane admin instead of delivering valuable services.
Our AI-Powered Solution
We introduced a custom AI Employee solution designed specifically for their accountancy practice. Here’s how the AI Employee transformed their business:
Automated VAT Management: Each month, the AI sends a timely reminder to the VAT team, detailing which customer returns are due. Simultaneously, it automatically emails customers, requesting all necessary paperwork—saving hours of manual chasing.
Tax & Filing Reminders on Autopilot: The AI Employee ensures the accounts team never misses a deadline by emailing a clear, monthly summary of upcoming filing deadlines, reducing stress and preventing costly penalties.
Instant SMS Replies to Common Queries: Routine SMS queries are instantly answered by AI, meaning their team is no longer repeatedly answering the same basic questions. Customers receive immediate, accurate responses (based on training received related to their business), significantly enhancing customer satisfaction.
Social Media & Marketing Integration: Now AI instantly responds to private messages on social media, directing enquiries automatically to the correct departments. This frees the marketing team to focus purely on creating high-quality content, driving greater engagement and results.
AI Chatbot for Lead Generation: Their website now boasts a friendly, always-on AI chatbot, effortlessly generating and qualifying new leads 24/7. Prospective clients enjoy immediate answers, while the business receives a continuous stream of pre-qualified leads.
Results Achieved
Hours Saved Monthly: The team reclaimed over 25 hours every month previously lost to admin tasks.
Increased Productivity: Employees now focus fully on high-value work rather than repetitive tasks.
Enhanced Customer Experience: Clients receive faster replies and reminders, resulting in higher satisfaction and loyalty.
Boosted Lead Generation: Leads generated via the AI chatbot increased within three months.
Conclusion
Implementing an AI Employee solution has dramatically improved efficiency, profitability and client relationships.
With minimal setup and no technical headaches, this accountancy practice experienced an immediate, measurable benefit—proving that AI really can handle the boring stuff, so your talented people don’t have to.
STILL NOT SURE?
Frequently Asked Questions
Question 1: Am I tied into a long contract?
NO! It's a pay monthly subscription so you can cancel easily at any time either through your account or by dropping us an email
Question 2: I'm not a tech person, how am I going to set this up?!
We are right by your side getting everything set up and ready for your business. When you sign up you'll have the option to book an onboarding call, this is a 60 - 90 minute call where we take you through step by step getting started and set up and how everything works. We can then go away and work on personalising everything to your business so that you're ready to go.
You also have unlimited support so if you're stuck on anything we can jump on a call together and show you how it works
Question 3: Is there a limit to the amount of customers or users I can have?
NO! This is where Trade Torch Media's Trade Torch Digital platform comes into it's own and is different from other platforms available, where you're charged per customer or per user.
With Trade Torch Digital you have unlimited customers, unlimited users, unlimited storage - All included in the monthly subscription
Question 4: Can I schedule jobs without my customers booking themselves?
Yes and it's so easy to do!
You can schedule all of your jobs yourself or have some customers booking online and some you do manually.The calendars are easy to use and they integrate with Google calendars so they're easy to see and manage online or from the app.
You can also set the customer reminders to go when you're scheduling the jobs and we will set that up for you and show you how to add it (it's literally a press of a button)
Question 5: What are the costs of texts, emails and AI
You receive a monthly credit of $10 towards your calls, email, text and AI costs included in your monthly subscription with the AI Personal Assistant and a $30 credit a month with the AI Full Employee.
The breakdown is:
Emails - $0.001012 per email $10 will give you about 9881 emails
Receiving calls - $0.021 per call $10 will give you about 476 calls
Making calls - $0.01275 per call $10 will give you about 784 calls
Text Messages - $0.01185 per text segment received $10 will give you about 844 text segments
Text Messages - $0.0504 per text segment sent $10 will give you about 198 text segments
AI - With the Full AI Employee you have UNLIMITED AI usage included in your subscription
Voice AI - $0.13/min
Conversation AI - $0.03 per message $10 will give you about 333 messages
Reviews AI - $0.10 per review $10 will give you about 100 reviews
Content AI - $0.09/1000 Words & $0.06/ Image
Workflow AI Assistant - $0.02/request
