Event Management Company

The Challenge

The company's primary challenge was a significant gap in their lead-to-appointment workflow. Leads generated from web forms and other marketing campaigns would land in their Salesforce Pardot system, but there was no immediate, automated way to engage with them. The manual process of a human sales representative calling each lead was slow and inefficient, leading to:

• Slow Lead Response: Leads were not being contacted in a timely manner, allowing them to lose interest.
• Missed Opportunities: Many leads were left uncontacted, representing a significant loss of potential revenue.
• Lack of Automation: The entire process from lead capture to initial contact was manual and prone to human error.

The company needed a solution that could not only automate the immediate follow-up with new leads but also integrate seamlessly with their existing CRM and marketing automation platforms.

The Fluents.ai Solution

Fluents.ai provided a comprehensive, automated solution that transformed their lead engagement process. By leveraging the power of Fluents.ai's voice AI platform and robust integrations, the company implemented a system that ensures every new lead is contacted instantly.

Here's how the solution works:

1. Seamless Integration: Fluents.ai was directly integrated with the company's Salesforce Pardot system.
2. Instantaneous Triggering: As soon as a new lead fills out a web form, a trigger is sent from Pardot to Fluents.ai.
3. Automated AI Call: The Fluents.ai voice agent instantly calls the prospective customer. The AI agent is programmed to have a natural, personalized conversation to qualify the lead and book an appointment with a human sales representative.
4. Multi-Channel Engagement: If the prospective customer doesn't answer the call, Fluents.ai seamlessly integrates with Twilio SMS and TextRequest to send an automated text message. This text includes a calendar link, allowing the lead to book an appointment directly with the head of commercials, ensuring the opportunity is not lost.
5. Closed-Loop System: All conversation data, including call outcomes and appointment bookings, are fed back into their CRM and marketing automation platforms, providing a complete view of the customer journey.

The Results

By implementing Fluents.ai, the event organization company saw immediate and significant improvements across their sales and marketing operations.

• Instantaneous Follow-up: Leads are now contacted almost instantly, dramatically improving the lead response time and qualification rate.
• Increased Revenue: The rapid engagement and appointment booking mechanism has directly translated into new business, generating approximately $50,000 - $60,000 in new revenue in just a couple of months.
• Enhanced Automation: The entire lead engagement process is now automated, freeing up the sales team to focus on closing deals rather than initial contact.
• Increased Customer Engagement: The multi-channel approach ensures that even if a customer misses a call, they are still engaged through text messages, leading to a higher booking rate.

Conclusion

Fluents.ai provided a powerful and comprehensive solution that enabled this event organization company to solve a critical sales bottleneck. By automating and optimizing their lead follow-up process, they not only increased their efficiency but also generated a significant new stream of revenue. The ability to instantly engage with customers and seamlessly integrate with their existing tech stack made Fluents.ai an essential tool for their continued growth and success.