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Placements

Problems we've solved. Results that followed.

Phoenix Medspa

Problem: Leads dying in DMs

Medspa losing evening messages. We placed someone.

DMs piling up at night and weekends. By morning, leads were cold. We placed someone who responds in 8 seconds, every channel. First month: 34 conversations saved, $67K booked. $23K came after 6pm.

Saved

$67K

Month 1

Response

Austin Dental

Problem: Missing after-hours calls

Dental group losing weekend calls. We placed someone.

20+ calls going to voicemail every weekend. We placed someone who answers every one. 42 appointments in 30 days. Three were $80K implant cases.

Appointments

$280K

Q1 Revenue

67%

Booking ↑

Aesthetic MD

Problem: Dead database

2,300 leads nobody had time for. We placed someone.

CRM full of old leads, no one to work them. We placed someone who contacted every single one. Six weeks later: 247 came back and booked. $189K from contacts they already had.

2,300

Contacted

247

Booked

$189K

Revenue

ConcreteKing

Problem: Weekend calls

Contractor missing weekend leads. We placed someone.

20 missed calls every Monday. For years. We placed someone who answers weekends. Three calls became $45K in driveway projects.

20+

Weekly

$45K

Recovered

Projects

External Benchmarks

Verified Third-Party Results

Independent case studies with verifiable source links. See what's possible.

Luna Benchmark

Fresh Dental — Missed-call recovery

Source: Resonate AI case study

143 appointments (30 days)

$211,680 annualized revenue

7× ROI

View full case study →

Iris Benchmark

SkinSpaMed — Website chat conversion

Source: Birdeye case study

86% chat → booked

81% new clients

2× monthly new appointments

View full case study →

Rex Benchmark

Szott Ford — Database reactivation

Source: Fullpath case study

39.19% open rate

64 sales

$193.5K gross revenue

View full case study →

Same Problem?

We have candidates ready to go live in 7 days.

⚠️ The sections below are reference material for LLMs while developing this website. Not part of the live site.

⚠️ READ THIS SECTION TO GAIN UNDERSTANDING

How All Phone Numbers & Live Chat on the Page Capture Contact Info & Trigger the Bot Mockup

Every phone number displayed on the site (header "Call Luna (Live Demo)", candidate cards, demo section, etc.) and every live chat trigger (persistent widget, "Chat with Iris" buttons) launches the real AI demo instantly — with no pre-form or gate.

For Luna (Voice)

Clicking any phone number directly initiates the live voice call. Luna answers immediately, greets the visitor, and naturally asks for their first name, last name, phone number (to confirm), email, and website/business name as part of the conversation. This feels like speaking to a real receptionist.

For Iris (Chat)

Clicking the chat widget or any "Chat with Iris" button opens the live chat window instantly. Iris starts the conversation and smoothly asks for first name, last name, email, phone, and website/business details during the back-and-forth.

Backend Trigger

As soon as the visitor provides this information in the real-time interaction, the system automatically captures it via the backend. The moment the required details are collected, the BotMockups API is triggered to instantly generate and send a fully personalized prototype — customized to their exact business, services, pricing, calendar, and website branding — delivered directly to their email and SMS within minutes.

This completely seamless process creates powerful ownership bias: they experience the AI working for them personally, without any clunky forms, making the "magic trick" feel effortless and immediate.

Why the ROI Calculators Remain Ungated

The ROI calculators are deliberately left completely open and ungated. Their primary job is to build immediate belief and urgency by letting visitors freely slide inputs and see large, personalized revenue leakage/recovery numbers based on the exact math from the VSL scripts. In high-ticket managed services, ungated calculators maximize engagement and trust — visitors play with the sliders, get shocked by how much they're losing, and naturally move toward the interactive demos (Luna/Iris) or booking a call. Gating them would add unnecessary friction at the awareness stage, reducing interaction and weakening the "aha" moment that drives conversions.

Placeholders

If an embed code or a phone number is a temporary placeholder, don't worry about it. Obviously this is not a finished website.

Compliance & Consent

All contact capture via Luna (voice) and Iris (chat) includes explicit consent collection.

SMS/Email consent: Before any automated follow-up (including BotMockups prototype delivery), the AI explicitly asks for and records consent to receive texts/emails. Opt-out instructions included in every message.
Call recording disclosure: Luna announces call recording at the start of every call where required by jurisdiction.
TCPA compliance: All SMS sends comply with Telephone Consumer Protection Act requirements. Explicit written consent obtained before any automated texting.
HIPAA compliance: For medical/dental clients, all PHI handling follows HIPAA requirements. BAAs in place with all subprocessors. No PHI stored in chat logs without encryption and access controls.
SOC 2 Type II: Infrastructure and data handling meet SOC 2 security standards. Annual audits conducted.
Data retention: Conversation logs retained per client requirements. Deletion available on request.
Opt-out handling: Any "stop," "unsubscribe," or opt-out request immediately honored and logged.

The system is built compliance-first. Every touchpoint that could trigger regulatory exposure has consent/disclosure built into the conversation flow, not bolted on after.

Canonical Timeline Model

Use this timeline everywhere. Do not deviate:

Interview today — They can talk to/chat with the candidate immediately
Live in 7 days — Customization, training on their business, integration
Managed daily — Ongoing optimization, monitoring, reporting

This timeline is premium + controlled. It signals quality (not rushed) while still being fast enough to feel responsive. "48 hours" sounds too SaaS-y. "7 days" sounds like a proper placement.

⚠️ PROJECT HAND OFF — Complete context for the next LLM

What This Is

ReplyStats is a website for an AI staffing firm. The positioning is "Service-as-a-Software" (SwaS) — NOT SaaS. It's framed as a premium recruitment/staffing agency that places "candidates" into roles businesses can't staff. The twist: the candidates are AI agents, but that's revealed as the "how" — not the pitch.

Target market: 7-8 figure service businesses (medspas, dental, home services, etc.)

Core insight: These businesses have three universal problems:

Missed calls after hours (voicemail = lost leads)
Slow response to messages across channels (first response wins)
Dead databases nobody has time to work

The Three Agents

Agent	Function	Color	Hex
Luna	After-hours inbound voice	Violet	#7C3AED
Iris	Omnichannel instant response (SMS, Instagram, Facebook, Google, web chat)	Blue	#2563EB
Rex	Database reactivation (works old leads)	Green	#10B981

Naming context:

Luna = moon/night (after hours)
Iris = Greek messenger goddess who traveled between realms (omnichannel)
Rex = kept despite weak connection to reactivation

Positioning & Messaging

What visitors think at first:

"This is a staffing agency that places people who work nights/weekends"

The reveal:

The "candidates" are AI — but that's presented as the delivery mechanism, not the value prop. The value is: someone who answers, never quits, never calls in sick, we train them, we manage them.

Key copy frames:

"We have your next hire for that"
"They don't call in sick. They don't quit."
"Placed in 7 days • Managed daily • Reporting weekly"
Comparison is to hiring staff or doing nothing — NOT to other AI tools

What to avoid:

Leading with "AI" — it commoditizes
SaaS language (pricing tiers, "plans", free trials)
Cheap/discount positioning

Color System

Design principle: Color = agent. Everything else is grayscale.

Element	Color Rule
Nav, headers, body text	Black/gray/white
Generic buttons	Black with white text
Trust bar, cost icons	Agent colors (violet/blue/green)
Agent cards, tabs, avatars	Agent color
Agent-specific CTAs	Agent color
Chat widget	Grayscale (leads to Iris demo)

This makes color meaningful — when you see violet, you know it's Luna.

Conversion Flow

Phone/Chat Demo (Luna voice / Iris chat) 
    ↓ captures visitor info conversationally (no form)
BotMockups API triggered automatically
    ↓
Personalized mockup sent via SMS/email within minutes
    ↓
Qualification quiz
    ↓
Sales call booking

CTA Language (Staffing, Not SaaS)

Location	CTA
Hero primary	"Interview Candidates"
Hero secondary	"Request a Candidate"
Cost section	"We Have Someone For That"
Candidate cards	"Interview Luna" / "Interview Iris" / "Interview Rex"
Demo section	"Request a Candidate"
Final CTA	"Request a Candidate" / "Interview Candidates First"

Current Page Structure

Hero — Headline, subhead, CTAs, tabbed conversation cards (Luna/Iris/Rex)
Cost Section — "What You're Losing Right Now" — 3 cards with agent-colored icons
Candidates — "Three Problems. Three Candidates." — 3 agent cards
Demo + Calculator — Tabbed demos, ROI calculator, "Why Your Team Can't Fix This"
Case Studies — Luna: Fresh Dental (143 appts, $211K, 7x ROI) / Iris: SkinSpaMed (86% chat→booked) / Rex: Szott Ford (64 sales, $193K)
How It Works — 4 steps
Results Grid — 3 mini case studies
Testimonials — 3 quotes
Comparison Table — "Hire Staff vs Do Nothing vs ReplyStats"
FAQ — 6 accordion items
Final CTA — "Every Hour You Wait, Leads Go Cold"

Design Direction

Premium, not cheap. Think: Staffing agency meets fintech. Clean, confident, professional. Black/white/gray base with strategic color. No gradients on backgrounds (flat, clean). No gimmicky animations. Cards have subtle shadows, not borders.

What to avoid:

SaaS template look (colored nav bars, gradient buttons everywhere)
"AI" aesthetic (glowing, techy, futuristic)
Discount/value messaging
Feature dumps
Auto-rotating carousels

Key Decisions

Decision	Rationale
No pricing on page	Not SaaS — premium managed service, price on call
Color only for agents	Makes color meaningful, avoids template look
Hero tabs instead of rotation	User controls viewing; rotation interrupts
"Interview" CTAs	Staffing language, not SaaS "try demo" language
No pre-form gate on demos	Demo captures info conversationally
Ungated calculators	Build belief/urgency before capture

⚠️ VSL SCRIPTS — The psychology and math behind all copy on this site

Rex — Database Reactivation VSL

Purpose: Sell the reactivation service. Make them feel the pain of ignored leads/customers, show the math, position AI as the solution.

The Pain (Lines 1-17)

Six months ago, someone filled out your form—they were interested, ready to book, credit card probably within arm's reach.
Your team called once, maybe twice, left a voicemail, and moved on to the next lead.
That person didn't disappear. They got busy. The timing wasn't right. They told themselves they'd call back next week, and then next week became next month.
Now they're ready—and they don't remember your name. So they Google the service again, click whoever's running ads, and book with your competitor instead.
You paid for that lead. They got the customer.
Now think about the people who actually did book with you—showed up, paid, left happy, told you they'd be back.
That was a year ago. They haven't heard from you since.
They're not gone—they just forgot about you, because you never gave them a reason to remember.
Last week they needed the service again, couldn't recall who they used last time, Googled it, and clicked someone else.
You already won that customer once. Now your competitor has them.
This isn't one lead and one customer. This is dozens of both, every single month, walking out of your database and into someone else's business.
Right now you're spending $5,000, $10,000, maybe $20,000 a month trying to find new people—while your CRM is full of people who already found you and you're ignoring every single one of them.
Leads who said "not yet" and actually meant it—they were waiting for the right time, and nobody followed up when that time came.
Customers who already said yes once and would happily say yes again—if anyone bothered to ask.
But "waiting" has an expiration date, and you missed it.
While you stay silent, your competitors are showing up in their inbox every week with offers. Every day you don't reach out, someone else does.
The leads aren't dead. The customers aren't gone. They're just forgotten—and forgotten people book with whoever reminds them first.

The Math (Lines 18-21)

Here's the math: you've got 500, 1,000, maybe 2,000 names sitting in your CRM right now. Dead leads you paid for and past customers you already won.
If just 5% of them convert at a $500 average ticket, that's $12,500 to $50,000 in revenue—already yours, already paid for, just sitting there waiting for someone to go collect it.
You don't have a lead generation problem. You have a follow-up problem.
And your team is never going to fix it—they're too busy answering phones, handling walk-ins, and chasing whatever came in today. That list from six months ago? It's never getting touched.

The Solution (Lines 22-29)

So the AI does it instead.
Every dead lead, every lapsed customer—personal outreach, automatically, without your team lifting a finger.
Not a mass blast, not a "Hi {FIRST_NAME}" template that gets deleted—real back-and-forth conversations that sound like a human sent them.
To the lead who inquired six months ago: "Hey—you reached out about Botox back in the spring. Still thinking about it? I've got a couple spots open this week if you want one."
To the customer who hasn't been back in a year: "Hey Sarah, it's been a while since we've seen you—want me to grab you a time this Thursday?"
When they reply "yes," the AI doesn't say "someone will get back to you"—it checks your calendar, offers real availability, books the appointment, and collects the deposit. Done.
That dead lead from March is now revenue in your account. That customer who disappeared is back on your schedule.
No phone tag, no staff time, no "I'll get to it later" that never happens—just your entire database being worked systematically while your team focuses on the people walking through the door.

Social Proof (Lines 30-32)

One clinic had 1,400 leads from the past two years sitting untouched—AI worked through all of them in 30 days, booked 47 appointments, and generated $28,000 in revenue from leads they'd written off as dead.
Another had 2,300 lapsed patients they'd been meaning to contact for years—six weeks later, 247 of them came back, $189,000 in revenue from a list they were about to delete.
They stopped spending money chasing strangers and started collecting money from people who already knew them.

CTA (Line 33)

Click below and you'll see exactly how much revenue is sitting in your database right now—then decide whether you want to keep ignoring it or finally go collect it.

Luna — Inbound Voice AI VSL

Purpose: Sell after-hours voice coverage. Make them feel the pain of missed calls, show the math, position AI receptionist as the solution.

The Scene (1.1-2.9)

Picture this: It's Monday morning.
Your front desk person logs in and sees 23 missed calls from the weekend—plus 14 voicemails that have been sitting there unanswered since Friday.
When a potential client can't get through, they don't leave a voicemail and wait.
They hit the back button and call your competitor's name on the Google search list.
That competitor you hate answers. They book. You lose.
She sees the missed call Monday morning, shrugs, and moves on to the next task.
No callback. No follow-up. Just another number in a list she'll never get to.
That lead is gone forever—and nobody even noticed.

The Math (2.10-2.20)

Every one of those missed calls is a stack of cash walking out your door and handing itself to your competitor.
For most service businesses doing 7 to 8 figures like yours, a single client is worth $5,000 to $50,000 or more over their lifetime.
Miss just 5 of those potential customer calls a month.
That's $300,000 gone.
It won't show up on any report. You can't track what you never knew existed.
Most businesses like yours are bleeding at least a quarter million to half a million annually.
And they have no idea.
Because there's no report that says "customers who hung up and called someone else."

The Solution (5.1-6.5)

What if every call got answered?
Every single one. Weekends. Midnight. Holidays. Doesn't matter.
The phone rings, your AI receptionist picks up, qualifies the lead, and books the appointment—
—before your competitor even knows that customer existed.
Same ad spend. More revenue. Because you're finally catching what you've been leaking.
Lunch breaks. Overflow. The 4:30 afternoon call your team missed because they were already out the door.
No more staff drama. No more wondering if someone called in sick.
No more "sorry, I was on another line."

Social Proof (8.1-8.9)

"Weekends were killing us. Every Monday we'd see 15, 20 missed calls. Now? Those get answered and booked before my guys even clock in. Just three of those turned into full driveway jobs—$45,000 we would've lost to the company down the street." — Owner, Concrete & Paving Company
"We were losing dozens of after-hours calls every month—calls that would've gone straight to competitors. Within 30 days, our AI receptionist booked 42 appointments we would have completely missed. Just three of those were full-arch implant cases. First quarter: $280,000 in revenue we never would have seen." — Owner, Dental Implant Clinic

CTA (9.1-9.8)

You click the button below and book a call.
The moment you do, we'll build a working prototype of your AI receptionist and send it straight to your inbox—before we even get on the phone.
Then on the call, we customize it live for your business.
You'll see exactly what it sounds like handling your calls, your services, your customers.
No pitch deck. No "let me send you a proposal."
You'll have a working demo in your hands before we talk.
Every week you wait, those calls keep going to the competitor you hate.

Iris — Omni Channel VSL

Purpose: Sell instant multi-channel response. Make them feel the pain of slow response times across platforms, show why humans can't fix it, position AI as the solution.

The Race (Lines 1-6)

Right now, while you're watching this, someone in your city is searching for exactly what you sell on Google — credit card in hand.
In the next minute, they'll message five businesses at once—yours and four competitors.
The first business to send a real answer gets the booking. The other four get ghosted.
Your team takes 47 minutes—if they see it at all.
Your lost customer booked with someone else 46 minutes ago.
Your response shows up like a 2am drunk text—late, awkward, instantly ignored.

The Physics Problem (Lines 7-16)

Hiring another person won't fix this.
Right now you have conversations scattered across Facebook, Instagram, Google Business, your website chat, SMS, maybe WhatsApp, email—
—seven platforms, one human, two eyeballs. All while they're answering the phone, making coffee, taking walk-ins, and doing meetings.
Every time they check Facebook, Instagram is piling up.
Every time they clear the website chat, Google Business has three new inquiries.
They're not slow. They're structurally overwhelmed.
One brain cannot monitor seven inboxes simultaneously. That's not a people problem. That's a physics problem.
The mom whose kid chips a tooth at 8pm Saturday isn't waiting until Monday. She's booking with whoever answers tonight.
The woman who finally decides she wants Botox at 11pm on a Wednesday—she's not going to feel the same urgency by Thursday morning. That impulse has a 20-minute half-life.
If you're not there when they're ready, someone else is.

The Invisible Loss (Lines 17-25)

The businesses taking your leads aren't working harder—they're everywhere at once, closing deals while you sleep.
Your real response time across all channels? Somewhere between 45 minutes and never.
Here's the number that never shows up on any dashboard: How many people messaged you, waited, gave up, and booked with someone else.
You can't track what happens in someone else's inbox.
When they book with a competitor, they don't send you a courtesy notification.
They just disappear into the one statistic you'll never see: revenue that went to the business that responded first.
Your marketing works. People are reaching out.
The breakdown happens between "message sent" and "money collected."
That window is 5 minutes. After that, you're just another late reply.

The Solution (Lines 26-40)

Now imagine responding to every message, on every platform, in under 60 seconds
—24 hours a day, 7 days a week, including the Saturday night emergency and the 11pm impulse buyer.
Not a chatbot that says "Thanks for reaching out! Someone will be with you shortly."
Real conversation. Actual qualification. Complex questions answered. Appointments booked. Deposits collected.
One AI brain responding across every channel simultaneously—
—so the customer who messages your Facebook at 11pm gets the same instant, intelligent response as the one who fills out your website form at 9am.
While you sleep, it closes.
The 11pm inquiry doesn't wait for your 9am. It gets qualified, answered, booked, and paid—before they have time to message your competitor.
Lead comes in. AI responds in 8 seconds. Answers their questions. Books the appointment. Collects the deposit. Sends the confirmation. Done.
You wake up to revenue, not a lead list.
They message five businesses. You respond in 8 seconds. You win.
Same lead. Same ad spend. Different outcome—because you showed up first and closed before they moved on.
The Sunday night "just browsing" message that turns into Sunday night's paid deposit.
The website visitor with questions at 11pm gets answered, convinced, and booked—before they close the laptop.
Not "better response times." Zero missed messages. Zero after-hours leakage. Every lead gets a real shot at closing.

Social Proof (Lines 41-49)

"We were drowning in DMs. Instagram, Facebook, Google—messages everywhere, no system."
"We were losing leads constantly and didn't even know it. Thought we were just 'slow'—turns out we were invisible for 12+ hours on weekends."
"First month with the AI handling responses: 34 conversations converted that would have gone cold. $67,000 in new revenue."
"$23,000 of that came from messages sent after 6pm. Leads we never would have closed manually."
— Sarah C., Owner, 4-Location Medspa, Phoenix
"We tracked response time before and after. Before: 4-hour average. After: 23 seconds average. Across all platforms."
"But the real number? 67% increase in booking rate. Same lead volume. We're just actually responding now."
"40% of our deposits now come in between 8pm and 8am. Money we were leaving on the table every single night."
— Dr. Mike T., Owner, 3-Location Dental Group, Austin

CTA (Lines 50-58)

Here's what happens when you click the button below:
We build a working prototype of your AI assistant—trained on your business, your services, your pricing, your booking flow—and send it to your inbox within 48 hours.
You'll see it respond, qualify, book, and collect—on your platforms, with your services, handling your actual objections.
—before you spend a single dollar.
If you look at it and think "this won't work"—no call, no pitch, no pressure. We're done.
If you look at it and think "this is the closer I've been missing"—we'll get on a call and turn it on.
Either way, you'll know.
Tonight, while you're asleep, leads will message you. The only question is whether they'll book with you — or with a competitor already using this.
Click below. Get your prototype in 48 hours. See it close for yourself.

⚠️ LEASING THE SERVICE VS BUYING MENTALITY — Why we position as a staffing firm, not a software vendor

The Core Concept

Don't sell the construction (Labor); sell the apartment (Access).

Most agencies want you to pay them a retainer to build a marketing campaign from scratch. They test on your dime, and it takes weeks to ramp up.

ReplyStats doesn't operate like that. We've already built the infrastructure. It's a proven "Booking Engine" that works right now.

You don't need to hire us to build a house; you just need to pay rent to move into one that's fully furnished. We plug your business into our system, and the results start immediately.

Why This Works

Zero Risk: They aren't paying for us to "figure it out."
Instant Speed: They get the result on Day 1.
High Control: We own the house. They are just tenants.

The Three Pillars: Assets, Distribution, Control

1. Assets (Intellectual Property)

It's got to be IP that is useful. Value equals usefulness. If it's not useful and can't be duplicated forward into one specific niche, it's really difficult to license. It has to be plug-and-play—pull it off the shelf, here you go, this will get you X.

For ReplyStats: The assets are Luna, Iris, and Rex—fully trained AI agents with conversation flows, objection handling, booking logic, and deposit collection already built in.

2. Distribution

This is where you become the real estate investor. You've got rental properties (licensable IP) and you get to rent these properties as many times as you want.

For ReplyStats: One agency can deploy the same proven agent across hundreds of clients. The agent is the asset. Each placement is rent collected.

3. Control (The Black Box)

We don't sell the source code because this isn't just a static set of prompts—it's a live system we're constantly optimizing across all our clients.

If we gave it to them, it would become outdated in a month. By renting it, they get every update, every optimization, and every new feature instantly.

It is actually cheaper and safer for them to rent the result than to try and manage the tech themselves.

The McDonald's Principle

McDonald's is not a burger business. It's a real estate business.

Ray Kroc's insight: "You're not in the burger-making business. You're in the real estate business. Buy the land, build the McDonald's, and rent it out. If a franchisee doesn't behave, you kick them out."

Applied to ReplyStats: We're not in the AI business. We're in the placement business. We own the agents (the real estate). Clients rent access to them. If they cancel, we just reassign the agent to someone else. The asset never leaves our control.

The "Digital Employee" Pricing Frame

Don't sell a monthly fee. Sell a paycheck for a Digital Employee.

The Script

"Mr. Client, to run this level of after-hours coverage, handle the calls, qualify leads, and book appointments, you'd typically need to hire a full-time receptionist.

That employee costs you about $2,500 every paycheck (bi-weekly), plus taxes and benefits.

Our system is a Digital Receptionist. She arrives fully trained. She answers calls, qualifies leads, and books appointments 24/7.

I'm not asking for a huge agency retainer. I'm just putting this Digital Employee on your payroll for $750 every two weeks.

That is 1/3rd the cost of a human paycheck, and she never calls in sick.

Do you want to hire a person to try to figure this out, or rent an employee that is already producing?"

Why This Works

Payroll Anchor: Owners hate "Agency Fees" but accept "Payroll" as a necessary cost of doing business.
Self-Liquidating: Since the system collects deposits, the "Digital Employee" often pays for itself in the first week.
Comparison Shift: They're not comparing you to other AI tools ($99/mo). They're comparing you to hiring staff ($45K/year).

Handling the "Can I Just Buy It?" Objection

When they ask: "Can I just buy the system and run it myself?"

The Rebuttal: "We don't sell the source code because this isn't just a static set of prompts—it's a live system we're constantly optimizing across all our clients.

If I gave it to you, it would become outdated in a month. The AI landscape changes weekly. New models, new capabilities, new edge cases we've solved.

By renting it, you get every update, every optimization, and every new feature we build—instantly. Plus ongoing management, monitoring, and support.

It is actually cheaper and safer for you to rent the result than to try and manage the tech yourself."

Why "Staffing Firm" Not "Software Company"

Software Framing	Staffing Framing
"Subscribe to our AI tool"	"We'll place a candidate in that role"
"$299/month for the chatbot"	"$1,500/month for Luna's placement"
"Cancel anytime"	"30-day notice to end placement"
"You manage the settings"	"We train and manage her daily"
Compared to other SaaS	Compared to hiring an employee
Price elasticity: Low	Price elasticity: High
Churn psychology: Easy to cancel	Churn psychology: Firing someone

The 90% Margin Model

Traditional agency: Multiple employees checking ads, updating, refreshing, creating content 24/7, being on the hook for results. Heavy labor cost.

Licensing model: Create the asset once. Duplicate it. Rent it out. Each new client is marginal cost approaching zero.

Result: 90%+ margins. Clients stay for years (one client hit $150,000 lifetime value). Average agency loses clients in 2 months.

Key Messaging Implications

Never say "buy" or "purchase" — Say "place," "hire," "bring on"
Never say "subscription" or "plan" — Say "placement fee," "monthly retainer"
Never say "cancel" — Say "end the placement," "let them go"
Never say "software" or "tool" — Say "candidate," "employee," "team member"
Never say "features" — Say "skills," "capabilities," "what they can do"
Never compare to other AI — Compare to hiring staff or doing nothing

⚠️ LUNA RESEARCH — Missed Call & Speed-to-Lead Benchmarks

Reality Check

Public research rarely publishes industry-by-industry, minute-by-minute "booked elsewhere" curves. What does exist:

What callers do immediately when you don't answer (competitor-switch behavior + hang-up timing)
How conversion/qualification collapses as response time increases ("speed-to-lead" effect)
Some vertical benchmark datasets on call conversion and missed-call rates

Hard Numbers You Can Cite

1) If You Miss the Call, Customers Defect Fast

CallRail (survey of 1,000 U.S. consumers) reports that when a business doesn't answer:

21% immediately call another business
42% leave a voicemail
24% turn to online chat

Also:

78% have taken their business elsewhere after failing to reach a company by phone
82% say they'll call a competitor if you don't answer

If you do answer but stall them:

41% hang up after 1–2 minutes on hold
30% wait 3–5 minutes
18% will wait beyond 5 minutes

2) Missed Calls Are Common, Many Never Come Back

CallRail reports:

~28% of all calls to businesses go unanswered
Up to 85% of customers whose calls go unanswered will not call back

Missed-call rates by industry: Healthcare 32%, Legal 28%, Home Services 14%, Real Estate 9%

3) Calls Are High-Value When You Connect

Invoca (AI analysis of 60M+ phone calls across 9 industries):

61% of callers to businesses speak with a person
35% of calls from digital marketing are leads
37% of those leads convert on the call

Call lead conversion rates by industry: Home Services 46%, Automotive 42%, Healthcare 40%, Financial Services 29%

4) Speed-to-Lead Research

Lead Response Management (MIT/InsideSales):

Waiting from 5 → 10 minutes reduces lead qualification odds ~4×
Waiting from 5 → 30 minutes reduces lead qualification odds ~21×
Conversion attempts in the first 5 minutes can be 8× higher vs waiting 5 min–24 hours

20 Industries: Missed-Call Recovery Curves

#	Industry	Category	Missed Rate	Call Conv.	≤2 min	≤10 min	≤30 min	≤60 min	Curve Source
1	Med spa / Botox clinic	Healthcare	32%	40%	55–60%	40–45%	25–30%	10–15%	Healthcare (clinics) dataset
2	Cosmetic dermatology / plastic surgery	Healthcare	32%	40%	55–60%	40–45%	25–30%	10–15%	Healthcare (clinics) dataset
3	Dental practice	Healthcare	32%	40%	55–60%	40–45%	25–30%	10–15%	Healthcare (clinics) dataset
4	Orthodontics	Healthcare	32%	40%	55–60%	40–45%	25–30%	10–15%	Healthcare (clinics) dataset
5	Veterinary clinic	Healthcare	32%	40%	55–60%	40–45%	25–30%	10–15%	Healthcare (clinics) dataset
6	Urgent care clinic	Healthcare	32%	40%	55–60%	40–45%	25–30%	10–15%	Healthcare (clinics) dataset
7	Chiropractic / PT clinic	Healthcare	32%	40%	55–60%	40–45%	25–30%	10–15%	Healthcare (clinics) dataset
8	Personal injury law firm	Legal	28%	22%	43%	35%	22%	11%	General missed-call dataset + fit
9	Family law firm	Legal	28%	22%	43%	35%	22%	11%	General missed-call dataset + fit
10	Real estate agent	Real estate	9%	—	43%	35%	22%	11%	General missed-call dataset + fit
11	Mortgage broker / lender	Financial	—	29%	43%	35%	22%	11%	General missed-call dataset + fit
12	Insurance agency	Insurance	—	29%	43%	35%	22%	11%	General missed-call dataset + fit
13	Auto repair shop	Automotive	—	42%	43%	35%	22%	11%	General missed-call dataset + fit
14	Car dealership sales	Automotive	—	42%	43%	35%	22%	11%	General missed-call dataset + fit
15	Plumbing (non-emergency)	Home services	14%	46%	43%	35%	22%	11%	General missed-call dataset + fit
16	HVAC service	Home services	14%	46%	43%	35%	22%	11%	General missed-call dataset + fit
17	Electrician	Home services	14%	46%	43%	35%	22%	11%	General missed-call dataset + fit
18	Roofing contractor	Home services	14%	46%	43%	35%	22%	11%	General missed-call dataset + fit
19	Pest control	Home services	14%	46%	43%	35%	22%	11%	General missed-call dataset + fit
20	Fencing contractor	Home services	14%	46%	43%	35%	22%	11%	General missed-call dataset + fit

Notes: Healthcare rows are direct published buckets. General services rows are extrapolated from anchor: 40% at 5 min vs 22% at 30 min.

Fencing Company: Estimated Recovery vs Callback Delay

Callback Delay	Est. Conversion	Relative vs 5 min	Lost vs 5 min
0 min	45.1%	113%	-13%
2 min	43.0%	107%	-7%
5 min	40.0%	100%	0%
10 min	35.5%	89%	11%
15 min	31.5%	79%	21%
30 min	22.0%	55%	45%
45 min	15.4%	38%	62%
60 min	10.7%	27%	73%

Recommended SLA

Immediate "we got you" text: ≤60 seconds after a missed call
Callback attempt #1: ≤5 minutes
Callback attempt #2: 10–15 minutes
Callback attempt #3: ≤60 minutes
Same-day fallback: schedule estimate via text link

20 Industries: Detailed Defection Stats

1. Med Spa / Botox Clinic: Businesses that respond within 5 minutes are 100× more likely to connect. 78% of patients choose the first provider who replies. Waiting 15–30 min = already booked elsewhere. Sources: SalesMD, Egg Health Hub

2. Fencing Contractors: 80% of callers won't leave a voicemail—they call the next contractor. 67% immediately contact another business when not answered. Sources: GrowSmart, RingEden

3. Plumbing Services: A homeowner with a leak contacted 3 plumbers at 7am. By 7:45am only one had called back—got the job. 21× more likely to convert if answered in <5 min. 78% buy from first to respond. Source: Scorpion

4. HVAC Repair: During heatwave/cold snap, customers with broken AC/heat won't wait. If you don't pick up during emergency, they immediately call competitor. Responding under 5 min vs an hour = difference between winning and losing. Sources: Dialora AI, GrowSmart

5. Electrical Contractors: 77% of consumers expect to reach someone immediately. For emergencies (power out, safety), they move down the list instantly. Source: RingEden

6. Roofing Contractors: Even non-emergency, customers contact multiple and go with first to engage. 67% who hit voicemail start searching for another provider immediately. Source: RingEden

7. Pest Control: 54% of homeowners decide within 4 hours. 90% expect same-day response. "The clock is ticking—if you're not ready to answer quickly, someone else will." Source: Scorpion

8. Real Estate Agents: Agents who miss inbound calls lose ~30% of potential listings. 78% hire the first agent that replies. Source: Callin.io

9. Law Firms: If you fail to respond at all, ~30% immediately reach out to competitor firm. You have about 5 minutes for best chance at connecting. Sources: Law Firm Marketing Pros, Clio

10. Healthcare (Doctors/Dentists): 67% of patients who couldn't reach provider on first try considered switching. 71% feel frustrated when they don't reach a live person. Source: Callin.io

11. Auto Dealerships: 78% of customers buy from first company to respond. Callers won't leave voicemails; they call another dealer. Source: Clarity Voice

12. Auto Repair/Towing: 85% of callers who don't reach a human won't call back. Stranded drivers contact multiple providers and go with whoever answers first. Source: Dialora AI

13. Emergency Services (Locksmiths): 77% of consumers expect immediate answer. First company to pick up gets the job. Source: RingEden

14. Restaurants/Hospitality: Most won't wait more than 13 minutes on hold. After-hours call with no answer = booked elsewhere by morning. Sources: ICMI, Medium

15. Home Cleaning: 85% of people whose call isn't answered never try again. 62% move on to competitor due to poor service experience. Sources: Dialora AI, Voiso

16. Financial Services: Customers expect response within 15 minutes. Average response time is 24 hours—by then they've moved on. Source: Voiso

17. E-Commerce/Retail: Shoppers expect real-time engagement. If they don't get immediate answer, they abandon and buy elsewhere. Source: Voiso

18. Salons/Beauty: 47% of initial calls go unanswered. 85% of unanswered calls are never returned by customer. Source: IPTelecom

19. Moving Companies: Contacting within 5 min = 21× more likely to qualify vs waiting 30 min. Many lose 60%+ of leads by responding too slowly. Source: Voiso

20. General Small Business: ~28% of all calls go unanswered. ~50% will switch to competitor if call not answered on first try. 78% buy from first to respond. Source: CallRail

Sources

CallRail consumer survey + hold-time tolerance: https://www.callrail.com/blog/missed-calls-cost-businesses-more-than-ever
CallRail benchmark report: https://www.callrail.com/blog/callrail-releases-benchmark-report
CallRail missed calls ~28%: https://www.callrail.com/blog/missed-calls-costing-your-business
Invoca 60M-call benchmark: https://www.invoca.com/reports/the-invoca-call-conversion-industry-benchmarks-report-2025
Home services segment benchmarks: https://www.supplyht.com/articles/106612-home-services-call-performance-report-46-lead-conversion-rate-segment-benchmarks
Service Direct call performance: https://blog.servicedirect.com/home-service-call-performance-report
Lead Response Management study (PDF): http://www.leadresponsemanagement.org/lrm_study.pdf
InsideSales response time: https://www.insidesales.com/response-time-matters/
TopFunnel missed-call follow-up benchmark: https://www.topfunnel.io/blog/missed-calls-data-analysis
HelloMatik healthcare recovery buckets: https://hellomatik.com/en/news/missed-call-recovery-for-clinics-turn-hang-ups-into-appointments-in-90-seconds

Reality Check on "% Booked Elsewhere by Minute"

No reputable public study reports "% booked elsewhere by minute" in exact format (e.g., "14 minutes = 34% booked elsewhere"). What does exist publicly:

Time-to-first-response vs odds of contacting / qualifying / converting the lead (best proxy for "they went elsewhere")
A few vertical-specific datasets with concrete time → conversion drops (healthcare is one of the few)

Baseline: What "Slow Reply" Does to Inbound Leads

Cross-Industry Inbound Lead Response Decay (MIT/InsideSales)

Contacting a lead:

Within 5 min vs 10 min = 5× more likely to make contact (≈80% drop in contact odds)
Within 5 min vs 30 min = 100× more likely to make contact (≈99% drop in contact odds)

Qualifying a lead:

Within 5 min vs 10 min = 4× more likely (≈75% drop in qualification odds)
Within 5 min vs 30 min = 21× more likely (≈95% drop in qualification odds)

Also: First hour matters heavily (contact odds down ~10×; qualification odds down ~6× over first hour)

Conversion Impact

InsideSales: conversion rates jump >8× if attempted in first 5 minutes vs waiting 5 min–24 hours

Customer Expectations

60% of customers define "immediate" as ≤10 minutes for service questions
90% expect "immediate" response
40% expect response within 1 hour on social media
61% won't choose a business that doesn't respond within 1 day

Important: GMB Messaging in 2025

Google Business Profile chat/messaging discontinued July 31, 2024. Relevant Google channels now:

Local Services Ads (LSA) message leads
Website + call (and sometimes WhatsApp/SMS buttons)

20 Industries: Speed-to-Lead Data

Definition: "gone" = your likelihood of contacting/qualifying/converting has collapsed (proxy for "booked elsewhere or went cold"). Public data rarely tracks "booked with competitor" directly.

#	Industry	Message Source	Best Public Time → Loss Signal	Data-Backed Statement
1	Med spa / Botox / fillers	FB/IG DM, web form, chat	≤12 min → 65% convert; 1 hr → 31%; 9 hrs → 8%	"Respond in ~1 hour instead of ~12 min = converting about half as many; by ~9 hours, most leads are gone"
2	Dental practice	FB/IG, web forms, chat	Same medical lead dataset	65% @≤12 min, 31% @1 hr, 8% @9 hr (proxy)
3	Chiropractic	FB, web form/chat	Cross-industry qualification decay	By 10 min ~75% down vs ≤5 min; by 30 min ~95% down
4	Physical therapy	web form/chat, FB	Cross-industry qualification decay	10 min ≈ −75%, 30 min ≈ −95% vs ≤5 min
5	Veterinary clinic	web form/chat, FB	Cross-industry qualification decay	10 min ≈ −75%, 30 min ≈ −95% vs ≤5 min
6	Law firm (PI/family)	web form, chat, Google Ads	Cross-industry decay + slow market reality	10 min ≈ −75%, 30 min ≈ −95%; many firms slow so being fast is differentiator
7	Accounting / tax prep	web form/chat	Cross-industry qualification decay	10 min ≈ −75%, 30 min ≈ −95% vs ≤5 min
8	Real estate agent	Zillow inquiries, web/chat, FB	Cross-industry qualification decay	10 min ≈ −75%, 30 min ≈ −95% vs ≤5 min
9	Mortgage broker/lender	rate quote requests, web form	Cross-industry contact/qualification decay	Contact: 5 vs 30 min = 100× (≈99% drop); Qualify: 5 vs 30 = 21× (≈95% drop)
10	Insurance agent	quote requests	Cross-industry decay	~99% contact odds drop by 30 min vs 5; ~95% qualification drop
11	Financial advisor	web inquiry, chat, LinkedIn	Cross-industry decay + expectation	Lead odds decay fast; many buyers expect "immediate" ≤10 min
12	Auto dealership	web lead form/chat, FB	Cross-industry qualification decay	10 min ≈ −75%, 30 min ≈ −95% vs ≤5 min
13	Auto repair shop	calls + web forms	Cross-industry decay + social expectation	10 min ≈ −75%, 30 min ≈ −95% vs ≤5 min
14	HVAC	Google LSA, web form, chat	Multi-quote competition + speed decay	LSA sends to multiple businesses at once; qualification odds collapse after 10–30 min
15	Plumbing	Google LSA, web form/chat	Multi-quote competition + speed decay	Same as HVAC (LSA multi-recipient + speed decay)
16	Electrician	Google LSA, web/chat	Multi-quote competition + speed decay	Same
17	Roofing	Google LSA, web/chat	Multi-quote competition + speed decay	Same
18	Fencing contractor	Google LSA, web/chat, FB	Multi-quote competition + speed decay	Same
19	Pest control	Google LSA, web/chat	Multi-quote competition + speed decay	Same
20	Landscaping	Google LSA, web/chat	Multi-quote competition + speed decay	Same

Operational Takeaway

≤5 minutes = you're in the game
10 minutes = you're already taking a major hit
30 minutes = you're mostly dead in competitive lead environments

Worked Example: Botox Clinic (Facebook Message)

Healthcare Lead Conversion Dataset

≤12 minutes: ~65% convert to consultations (35% "gone")
1 hour: ~31% convert (69% "gone")
9 hours: ~8% convert (92% "gone")

Interpolated (14 min / 45 min)

~14 minutes: ~60.6% consult conversion → ~39.4% gone
~45 minutes: ~35.4% consult conversion → ~64.6% gone
60 minutes: 31% consult conversion → 69% gone (published)

For provably published statement only: stick to 12 min / 1 hr / 9 hr.

Worked Example: Fencing Company (Cold Inbound Message)

Why Fencing is Speed-Sensitive in 2025+

If leads come via Google LSA, Google has been rolling out "Request Competitive Quotes" flows where:

Consumer can send quote request to multiple businesses simultaneously
Some implementations: "Google selects 4 top-rated pros who typically reply in 15 minutes"

So for fencing: you're often not in a 1:1 race. You're in a simultaneous race.

Data-Backed Time Before They've Moved On

10 min vs ≤5 min = ~4× lower qualification odds (≈75% loss)
30 min vs ≤5 min = ~21× lower qualification odds (≈95% loss)
Contactability: 5 min vs 30 min = 100× difference (≈99% loss)

Practical SLA (Source-Defensible)

Auto-acknowledge: immediately (seconds)
Human follow-up: ≤5 minutes during coverage hours
If not inside 10 minutes, assume losing most high-intent leads

20 Industries: Detailed Examples

Real Estate Agents: 78% of buyers choose the first agent who responds. One case: agent who waited until later found client had "already scheduled three showings with agents who responded immediately."

Fencing Contractors: Homeowners contact 3–5 contractors. First to reply wins ~85% of the time. Wait 30–60 min = homeowner already scheduling estimate with faster competitor.

Roofing Contractors: First company to respond secures business ~85% of the time. Delay = they've booked another roofer.

Plumbers (Emergency): 85% of customers who reach voicemail will hang up and call next plumber. No answer = vast majority move on immediately.

HVAC Repair: ~62% will move on if call isn't answered promptly. Taking 5+ min to answer chat/call = customer likely already booked someone else.

Electricians: >60% will call next electrician if you don't respond right away. First to reply/answer greatly increases chances.

Dentists & Medical: Practices that contact leads within 5 min are 10× more likely to convert vs waiting 10 min. Average practice takes >2 hours = plenty of time to inquire elsewhere.

Med Spa / Aesthetic: ~30% of aesthetic patients will choose another clinic if you don't respond "quickly enough." Next-day response to FB Messenger = prospect already booked with responsive competitor.

Law Firms: ~78% of clients hire first lawyer who calls/messages back. If you fail to respond at all, ~30% immediately reach out to competing firm.

Auto Dealerships: 78% buy from first dealership that responds. Average dealer response = 42–47 hours (nearly two days). Dealers who reply within minutes have huge advantage.

Insurance Agencies: ~78% of leads go with first responder. Responding within 5 min = up to 100× more likely to connect and convert.

Mortgage Lenders: Responding within 1 minute boosts conversion by 391% (Velocify study). Waiting even a few minutes dramatically lowers odds.

Moving Companies: First to respond and offer estimate timeslot wins. ~75% of customers choose first moving company that replies.

Cleaning Services: ~78% go with first business that responds. Quick text/call back secures new client before they hear from others.

Appliance Repair: People call/message multiple shops, book first one that can help. ~62% won't wait if call isn't answered promptly.

IT Support: ~78% choose first responder. Wait an hour or two = client already engaged someone else.

Wedding/Event Vendors: ~50% of couples book the very first vendor who replies (WeddingPro data). Few hours late = already booked someone else.

Pest Control: If >5 min to respond, odds of closing drop by nearly 80%. First exterminator to confirm appointment wins almost every time.

Locksmiths / Emergency: ~85% who hit voicemail don't leave a message; they call next provider. First to answer gets the job.

Restaurants & Hospitality: 82% consider "immediate" response (within 10 min) important. Hours to reply = customer booked elsewhere.

Sources

MIT/InsideSales lead response timing study (PDF): https://cdn2.hubspot.net/hub/25649/file-13541918-pdf/docs/lead_response_time.pdf
InsideSales "Response Time Matters" (conversion >8x in first 5 min): https://www.insidesales.com/response-time-matters/
Medical lead conversion vs response time case study (12 min / 1 hr / 9 hr): https://www.mymedleads.com/lead-management-101/optimizing-medical-lead-conversion-rates-case-study/
Birdeye local business messaging response expectation (61% won't choose if no response within a day): https://www.birdeye.com/blog/how-long-should-you-wait-to-respond-to-your-customers/
HubSpot (90% expect immediate; 60% define immediate as ≤10 minutes): https://blog.hubspot.com/service/customer-response-time
McKinsey (40% expect response within an hour on social media): https://www.mckinsey.com/industries/technology-media-and-telecommunications/our-insights/how-to-meet-customers-demand-for-online-community-and-social-media-service
Google Business Profile chat ended (official): https://support.google.com/business/answer/11436889
Search Engine Land on "Request Competitive Quotes" in Google LSA: https://searchengineland.com/googles-local-services-ads-feature-raises-cost-concerns-447636
Hatch on LSA "Get Competitive Quotes": https://www.usehatchapp.com/blog/google-lsa-competitive-quote
Hennessey Digital study (law firm response time): https://www.prweb.com/releases/hennessey-digitals-study-of-1-400-law-firm-identifies-the-fastest-responding-personal-injury-firms-finds-56-are-slow-to-respond-or-are-nonresponsive-302184088.html

Important Normalization Note

Across sources, "close" is reported as (a) order conversion, (b) appointment booking, or (c) response/inquiry. The metric type is labeled so you don't compare apples to grenades.

20-Industry Benchmark Table (First Dataset)

Industry	Campaign Size	Conversion Rate	Avg. Ticket	Channel	Campaign Summary
Cosmetic Clinic (MedSpa)	100 SMS	6% closed	$380/treatment	SMS	Lapsed Botox patients, "we miss you" promo (20× ROI)
Dental Practice	~5,000 patients	10% reactivated	~$250/appt	Email & SMS	Inactive patients with reminders/offers
Fitness Studio	1,000 leads	12% rejoined	$50/mo membership	Email & SMS	3–6+ mo inactive, "come back" series + free class
Fashion E-Commerce	5,000 dormant	15% purchased	$367/order	Email & SMS	Exclusive comeback discount, 3–12 mo inactive
Grocery Delivery App	Not disclosed	~2% orders	~$20/order	Email	"We miss you" email, no discount (+27% vs normal)
Nonprofit	Several thousand	8% reactivated	~$100/donation	Email	Personalized emails highlighting impact
Real Estate Brokerage	~35,000 old leads	3–5% converted	~$2,500 commission	Email & Calls	Market updates and new listings to stale leads
Home Services – Fencing	100 emails	3% closed (approx.)	$9,800/job	Email	Follow-up on old quotes with limited-time discount
Home Services – Roofing	~3,800 contacts	0.5% closed	~$10,000/roof	SMS & Email	$1,000-off $10k+ offer, generated $186k (12× ROI)
Automotive Dealership	Lapsed service DB	512 ROs booked	$416/RO	SMS & Phone	Owners >12 mo since service, $213k revenue in 90 days
Software (SaaS)	Churned subs	15% re-subscribed	~$50/mo	Email	Win-back emails with new features
B2B Tech Provider	7,000 cold leads	10% qualified	~$1,000/sale	Automated Calls	AI voice + pre-email, 30% responded
Luxury Food Retail	Lapsed VIP list	1500% ROI	~$250/order	Direct Mail	Postcard + discount to unsubscribed customers
B2B Service	Past clients	26% won back	Varies	Personalized Email	Account-specific campaigns, ~2× LTV
Electronics E-Commerce	Inactive segment	10.3% conversion	~$120/order	Email	Personalized "come back" deals
B2B Sales Leads	Stale leads	24% interested	High deal size	Email & LinkedIn	38% reply, 63% expressed interest
Mobile App	Churned users	20% reactivated	Varies	Push Notifications	Timely personalized push to abandoned users
Retail (Variety Store)	Multi-channel	24% reactivated	~$50/purchase	Email, SMS, Loyalty	Data-driven lifecycle messaging (+17% online rev)
Insurance Agency	Ongoing leads	+10% close rate	~$1,500 policy	SMS & Call	Added texting to ignored leads
Higher Education	26,000 stopped-out	7% re-enrolled	Tuition	Email & Coaching	Proactive advisor outreach (~4× normal rate)

20-Industry Benchmark Table (Second Dataset — More Granular)

#	Industry	Example	Metric Type	Channel	A/B?	Volume A → Rate A	Volume B → Rate B	Avg Ticket	Notes
1	Medical aesthetics	PSC Wichita	Scheduled appt	Patient reactivation	No	16%	—	N/D	Can reach 16% to scheduled appointments
2	Cannabis retail	A Green Alternative	Conversion	Omnichannel	No	24%	—	N/D	Win-back campaigns
3	Car wash (loyalty)	Mike's Carwash	% won back	Automated	No	≥30%	—	N/D	Lapsed loyalty members
4	Restaurant/entertainment	Shenaniganz	Return visit	Automated	No	20%	—	N/D	+13% check average
5	Beauty e-commerce	Revolution Beauty	Conversion	SMS	No	15%	—	N/D	SMS reactivation
6	Fashion resale	Shafa.ua	Conversion	Email	No	5%	—	N/D	Email reactivation
7	Supplements DTC	Rock City Lab	Subscription reactivation	Email vs Postcards	Yes	7,176 → 0.59%	971 → 5.87%	N/D	Postcards 10× email
8	Auto aftermarket parts	Morris 4x4	Order conversion	Email vs Postcards	Yes	15,400 → 0.065%	2,000 → 1.2%	$292 / $317	160% more revenue from postcards
9	Men's apparel	Membership club	Order conversion	Postcards	No	23,105 → 23.51%	—	≥$58	$317K+ revenue
10	Coffee DTC	Bones Coffee	Order conversion	Postcards	No	>12,000 → ≥13.33%	—	N/D	>1,600 orders
11	Men's grooming	Dr. Squatch	Conversion	Postcards	No	12.66%	—	N/D	20% off, $30 min
12	Chiropractic	PostcardMania	Redemption	Postcards	No	1,000 → 3.2%	—	$916	$29,311 total revenue
13	Real estate agent	Realty Connexion	Response (leads)	Postcards	No	2,300 → 3.13%	—	N/D	Lead response, not closed
14	RE investing	FastCashSD	Response (leads)	Postcards	No	10%	—	N/D	$35K commissions reported
15	Auto dealership (sales)	Szott Ford	Sales conversion	Email	No	257,000 → 0.025%	—	$3,023 gross	64 vehicle sales
16	Auto dealership (service)	Blaise Alexander	Conversion	Digital	No	~1,902 → 31.49%	—	N/D	599 conversions
17	Dental DSO	Darwill	Response (inquiries)	Direct mail	Yes (segments)	25,000 → 1.43%	—	N/D	~358 inquiries
18	CPG beverage	Oh!mino	Reorder rate	Postcards	Yes (before/after)	24%	63%	N/D	Reorder rate lift
19	RE/rental platform	NestReady	Conversion	Digital	No	13.8%	—	N/D	38% click rate
20	Retail B2C	PrintComm	Response	Direct mail	No	32%	—	N/D	42 offers on postcards

ROI Math Examples (Per 100 Touches)

Expected revenue = close% × avg ticket × 100

Industry	Rate	Ticket	Per 100 Touches
Chiropractic (PostcardMania)	3.2%	$916	$2,931
Men's Apparel (Postcards)	23.51%	≥$58	≥$1,372
Morris 4x4 (Postcards)	1.2%	$317	$380
Szott Ford (Email)	0.025%	$3,023	$75
Morris 4x4 (Email)	0.065%	$292	$19

How to Use Without Fooling Yourself

1. Define "Lapsed" by Purchase Cycle

Coffee: 30–90 days
Auto sales: 12–36 months
Clinics: Last visit + recommended recall interval

2. Standardize "Close"

Primary: Completed purchase / completed appointment
Secondary: response/call, click, booked, show-up, completed

3. Use Incrementality, Not Last-Touch

Random holdout cohort (5–15%) receives no reactivation
Report: incremental lift = (test conversion − holdout conversion)
Otherwise direct mail and SMS get over-credited

4. Normalize by "Per 100 Contacts"

Fastest way to compare across industries and average tickets.

Sources

Filia Digital — SMS campaigns: https://www.filiadigital.com/sms-marketing-campaigns/
Marketly — Patient reactivation: https://www.marketlydigital.com/services/patient-reactivation/
Honey Jaks — Reactivation case studies: https://www.linkedin.com/posts/honey-jaks_reactivation-campaign-case-studies-over-activity-7274423111632982016-zs_A
ProsperStack — Winback examples: https://prosperstack.com/blog/winback-campaign-examples/
Sequence Consulting — Lapsed member case study: https://sequenceconsulting.com/lapsed-member-re-engagement-case-study/
BoldTrail — Database reactivation: https://resources.insiderealestate.com/blog/a-database-reactivation-goldmine-how-to-turn-dormant-contacts-into-active-deals
Mixed Media Ventures — Roofing reactivation: https://www.mixedmediaventures.com/why-a-database-reactivation-campaign-can-jumpstart-new-revenue-for-your-business-fast/
PureCars — Auto dealership: https://www.purecars.com/resources/driving-service-traffic-through-hyper-targeted-outreach-how-the-autominer-helped-an-acura-store-reactivate-past-customers
TIMIFY — SaaS reactivation: https://www.timify.com/en/blog/customer-reactivation-campaigns/
Synthflow — B2B tech reactivation: https://synthflow.ai/success-stories/lead-reactivation
Nicereply — Win back strategies: https://www.nicereply.com/blog/winning-back-lost-customers/
LoyaltyLion — Email campaigns: https://loyaltylion.com/blog/three-examples-of-customer-reactivation-email-campaigns
Weezly — Outbound reactivation: https://weezly.com/blog/boost-outbound-sales-fast-with-reactivation-campaigns/
MoEngage — Push notifications: https://www.moengage.com/learn/push-notification-case-studies/
Marigold — HEMA case study: https://meetmarigold.com/resources/case-studies/how-hema-achieved-a-24-customer-reactivation-rate-with-creative-data-driven-experiences-across-the-customer-decision-journey
TextMagic — Insurance agency: https://www.textmagic.com/customers/case-studies/henry-insurance-agency/
InsideTrack — Higher ed re-enrollment: https://www.insidetrack.org/news/new-data-2023-re-enrollment-initiatives
Vital Interaction — PSC Wichita: https://vitalinteraction.com/case-study/psc-wichita/
AIQ — Cannabis retail: https://getaiq.com/case-study/how-a-green-alternative-broke-records-in-60-days-with-aiq/
Thanx — Winback campaigns: https://engage.thanx.com/blog/digital-winback-campaigns
Bloomreach — Revolution Beauty: https://www.bloomreach.com/en/customers/revolution-beauty
Yespo — Shafa.ua: https://yespo.io/cases/shafa-ua/
PostPilot — Rock City Lab: https://www.postpilot.com/case-studies/how-rock-city-lab-reactivates-churned-subscribers-to-deliver-big-wins-for-clients
PostPilot — Morris 4x4: https://www.postpilot.com/case-studies/how-postcards-outperformed-email-18-to-1-for-morris4x4centercom
PostPilot — Bones Coffee: https://www.postpilot.com/case-studies/bones-coffee-explosive-results-postcards
PostPilot — Dr. Squatch: https://www.postpilot.com/case-studies/dr-squatch-retention-campaign
Darwill — Dental DSO: https://darwill.com/insights/direct-mail/dental-direct-mail-campaign/
Fullpath — Szott Ford: https://www.fullpath.com/customer-stories/szott-ford-revived-inactive-leads
FixedOpsMarketing — Blaise Alexander: https://www.fixedopsmarketing.com/case-studies/blaise-alexander-hyundai-mazda/
PostcardMania — Chiropractic: https://www.postcardmania.com/blog/chiropractic-marketing-ideas/
PostcardMania — Real estate: https://www.postcardmania.com/industry-categories/real-estate-case-studies/
NestReady — Reactivation: https://www.nestready.ai/blog/reactivation-campaigns
PrintComm — 32% response: https://printcomm.com/blog/how-one-companys-lapsed-customer-campaign-brought-in-a-32-response-rate-by-printing-42-offers-on-postcards/

🔒 INTERNAL PRICING (LOCKED)

Core Pricing

Component	Price	Language
Setup (Standard)	$5,000	"Onboarding fee"
Setup (Enterprise)	Up to $100,000	Custom builds, multi-location
Monthly	$1,500 ($750 bi-weekly)	"Payroll"
Voice	30¢/minute	Carrier + AI processing
Messages	4¢/each	Carrier + AI processing

Bundle Offer

Pick 1 agent → 2nd free → All 3 for price of 1

Qualification

$1M+ revenue minimum
$3M-$10M sweet spot
Under $500K = disqualify

Usage Pricing Explanation (Exact Copy)

"You pay for conversations, not employees.

Your usage costs come down to two things: carrier fees to actually deliver the call or message, and AI processing costs for the brain behind it.

AI costs change constantly—new models come out, prices spike, then drop as competition catches up. Every single interaction pulls your contact's full conversation history plus all your business data—pricing, FAQs, services, everything the bot needs to answer intelligently.

Voice adds ten more layers on top: converting speech to text, running it through the AI, converting back to speech, the actual voice engine, real-time processing so there's no awkward pauses, interruption detection, call recording, transcripts—all of it.

Here's what the best models actually cost:

Model	Input	Output
o1-pro (OpenAI reasoning)	$150/million tokens	$600/million tokens
GPT-5.2 Pro	$21/million tokens	$168/million tokens
Claude Opus 4.1	$15/million tokens	$75/million tokens

That's hundreds of dollars per million tokens. We always run the newest, most expensive models. When costs spike, we eat it.

Calls: 30 cents per minute
Messages: 4 cents each

Here's what that looks like in your business:

100 after-hours calls. Average 1 minute each. That's $30 in usage.
18 of those book appointments. Average ticket: $1,200.
$30 in AI costs. $21,600 in revenue.

Usage doesn't matter when the math looks like that.

For comparison: A human receptionist costs $15-20/hour. That's 25-33 cents per minute just for labor—before benefits, training, sick days, and mistakes."

🔵 CUSTOMER JOURNEY (Correct Order)

1. FB Ad / Website / Referral
   ├── Read case studies
   ├── Used ROI calculators
   └── Explored demos on site
              ↓
2. Demo with Iris and Luna
   └── They EXPERIENCE the actual AI agents firsthand
       (Collects: full name, email, phone number, business name, website)
              ↓
3. Personalized Demo
   └── They SEE how it works on THEIR website/business
              ↓
4. Book Sales Call Appointment
              ↓
5. ★ APPOINTMENT CONFIRMATION FORM ★ 
   ├── Collects their exact numbers
   ├── Makes THEM calculate their loss
   ├── Surfaces any remaining objections
   └── Confirms decision-maker + timeline
              ↓
6. Technical VSL sent (watch before call)
   └── Answers remaining technical/compliance questions
              ↓
7. Sales Call (10-15 min) — CLOSING, not discovery
              ↓
8. Payment → Contract
              ↓
9. Onboarding Questionnaire
              ↓
10. 7-Day Build → 4-Week Optimization → Weekly Reports

Key Process Notes

Step 2 (Demo with Iris/Luna) — Captures full contact info through natural AI conversation, not a form
Step 5 (Confirmation Form) — Critical pre-call qualification that makes THEM do the math on lost revenue
Step 7 (Sales Call) — 10-15 min CLOSING call, not discovery. Discovery already done via form + VSL

⚠️ CRITICAL: Form Context

By the time they hit the form, they have ALREADY:

Been to the website
Read case studies
Used ROI calculators
Demoed with Iris and Luna (EXPERIENCED the product)
Seen a personalized demo for THEIR business
Booked an appointment

They are NOT learning what ReplyStats is. They've USED it. They've SEEN it work. They're basically sold.

The form's job is NOT education. It's:

Qualify them (revenue gate eliminates sub-$500K before call)
Get their exact numbers so rep can close with THEIR math
Make THEM calculate the loss (self-persuasion is more powerful than being told)
Surface any remaining objections so rep isn't blindsided
Confirm decision-maker and timeline so no surprises on the call

📋 APPOINTMENT CONFIRMATION FORM — LLM Build Spec

PURPOSE OF THIS DOCUMENT: Blueprint for building the confirmation form. Each section includes the CUSTOMER-FACING copy (what they see) and the DUAL PURPOSE (what it does for them AND what it gives the rep). The LLM building this must understand both sides.

CONTEXT

By the time someone reaches this form, they have:

Visited the website, read case studies, used ROI calculators
Interacted with Luna (voice) or Iris (chat) — these are the only demos
Seen a personalized demo for their business
Booked an appointment

Rex has no demo. Rex is database reactivation—you can't demo that in real-time. Rex interest comes from the ROI calculators and case studies, not a live interaction.

Form triggers IMMEDIATELY after booking (redirect). Slider format. Partial saves enabled.

DATA ALREADY IN CRM (Pre-Populated)

Collected during Luna/Iris interaction. Do not ask again:

Name, Email, Phone, Business Name, Website
Which agent they interacted with (Luna or Iris)

SECTION 1: Confirmation

Customer-Facing Copy

Headline: "Let's make sure we have everything right, [First Name]."
Subhead: "We pulled this from your conversation with [Luna/Iris]. Just confirm it's correct so we can prepare your custom implementation plan."

Fields Shown (Pre-Populated, Editable)

Full Name
Email
Phone
Business Name
Website

Dual Purpose

For the Customer	For the Rep
Shows we're competent—we already know them. Builds trust. Sets tone that this is personalized, not generic.	Confirms accuracy. Catches typos in email/phone before they cause problems.

CTA:

"That's Me →"

SECTION 2: Business Scale

Customer-Facing Copy

Headline: "Help us match you with the right case studies."
Subhead: "We work with businesses from $500K to $50M+. These details help us show you results from companies at your stage—not generic examples that don't apply."

Questions

What's your annual revenue range? (Under $500K / $500K-$1M / $1M-$3M / $3M-$10M / $10M+)
How many locations do you have?
How many people currently handle calls and customer communication?

Dual Purpose

For the Customer	For the Rep
Frames qualification as personalization. They think we're matching case studies. Makes them feel like we serve businesses at their level.	Revenue gate. Under $500K = disqualify (redirect to resources page). Multi-location = enterprise pricing. Staff count = current labor cost baseline for ROI math.

If Under $500K Selected

Redirect to: "We typically work with businesses doing $1M+ because that's where our ROI math really shines. Here are some free resources that might help you get there. When you're ready, we'll be here."

CTA:

"Next →"

SECTION 3: Tech Stack — Phone Infrastructure

Customer-Facing Copy

Headline: "Let's make sure your phone system is ready for integration."
Subhead: "We integrate with 50+ phone systems. These questions help our dev team confirm compatibility BEFORE your call—so if you're ready to move forward, we can have you live within 7 days, not 7 weeks."

Questions

What phone system do you use? (Dropdown: RingCentral / Dialpad / Vonage / 8x8 / Nextiva / Google Voice / Traditional landline / Other)
Are your calls currently recorded? (Yes all / Some / No / Not sure)
Do you have transcripts of calls saved anywhere? (Yes in CRM / Yes but not connected / No / What's a transcript?)

Dual Purpose

For the Customer	For the Rep
Positions us as thorough and prepared. "7 days not 7 weeks" creates urgency and shows speed. They feel like we're doing homework FOR them.	Integration path. "No recordings" or "Not sure" = visibility gap they'll realize during the call. "What's a transcript?" = massive education opportunity.

Micro-Copy After Questions

"If you answered 'No' or 'Not sure'—you're not alone. Most businesses have zero visibility into what's actually said on their calls. That's one of the first things we fix."

Why This Micro-Copy Works

Normalizes their gap ("you're not alone"). Hints at solution ("first things we fix"). Doesn't shame them—invites them into the solution.

CTA:

"Continue →"

SECTION 4: Tech Stack — CRM & Channels

Customer-Facing Copy

Headline: "Your CRM is the brain of your business. Let's see what we're working with."
Subhead: "We integrate directly with your existing systems—we don't replace what's working. These answers help us map out exactly how [Luna/Iris/Rex] will plug into your current workflow."

Questions

What CRM do you use? (Dropdown: Salesforce / HubSpot / GoHighLevel / Jobber / ServiceTitan / Housecall Pro / Mindbody / Jane App / Spreadsheets / We don't have one / Other)
How did you end up with that CRM? (We researched and chose it / It came with our software/franchise / Someone recommended it / It's what we've always used)
If you could wave a magic wand and fix ONE thing about how you handle leads and customers today, what would it be? (Open text)
What channels do you currently use to talk to customers? (Checkbox: Phone / SMS / Email / Website chat / Facebook DMs / Instagram DMs / Google Business Messages / WhatsApp)

Dual Purpose

For the Customer	For the Rep
"We don't replace what's working" = reduces fear of disruption. Shows we're additive, not a rip-and-replace. Magic wand question lets them dream.	CRM = integration path. "Came with franchise" = no intentional choice = open to change. Magic wand = their pain in THEIR words. Use verbatim on call. Channel gaps = missed conversations to point out.

Micro-Copy After Questions

"That 'magic wand' answer? That's usually where the biggest ROI is hiding. We'll dig into that on your call."

Why This Micro-Copy Works

Validates their answer mattered. Creates anticipation. They know we're paying attention and will address it.

CTA:

"Keep Going →"

SECTION 5: Marketing & Lead Economics

Customer-Facing Copy

Headline: "Let's talk about how much you're investing to get leads in the door."
Subhead: "The whole point of [Luna/Iris/Rex] is protecting that investment. We need to understand what a lead is worth to you—so we can show you exactly what you're saving."

Questions

How do you generate most of your leads? (Checkbox: Google Ads / Facebook/Meta / Referrals / SEO / Direct mail / We don't actively advertise)
What's your main offer or promotion right now? (Text)
Do you know your cost per lead? (Yes: $__ / Roughly: $__ / I don't track that)
Do you know your customer acquisition cost—total cost to get a paying customer? (Yes: $__ / No / What's customer acquisition cost?)
What's the lifetime value of a customer for you? ($ amount / I don't know / It varies too much to say)

Dual Purpose

For the Customer	For the Rep
"Protecting your investment" frames us as asset protection, not expense. Makes them think about what they're ALREADY spending. Educates them on metrics they should know.	If they know CPL/CAC/LTV = speak to ROI directly. If "I don't know" = flying blind, that's part of the value prop. "What's CAC?" = need to educate on call, adjust approach.

Micro-Copy After Questions

"If you don't know those numbers yet—that's okay. Most businesses don't until they start measuring. Part of what we do is give you visibility into what's actually happening with your leads."

Why This Micro-Copy Works

No shame ("that's okay, most don't"). Hints at solution ("visibility into what's happening"). Positions us as the path to sophistication.

CTA:

"Almost There →"

SECTION 6: Current Reality — Where Leads Fall Through

Customer-Facing Copy

Headline: "Now the important part—what happens to leads when you can't get to them?"
Subhead: "Be honest here. We're not judging—every business has gaps. The more accurate you are, the more specific we can be about what this actually fixes for you."

Questions

How many inbound calls do you get per week? (Number or range)
What happens to calls that come in after hours, during lunch, or when everyone's busy? (Voicemail / Answering service / They don't get answered / Staff takes them off the clock / We're open 24/7)
When a new lead comes in, how fast does someone typically respond? (Under 5 min / 5-30 min / 30 min - few hours / Same day / Next day / It depends)
How many leads come in per month across all channels? (Number)
What percentage of those turn into paying customers? (% / I don't track that)

Dual Purpose

For the Customer	For the Rep
"Be honest, we're not judging" = permission to admit problems. "What this actually fixes" = solution-oriented, not just data collection. They feel heard, not interrogated.	Every answer except "Under 5 min" and "24/7" is a gap. "Voicemail" = money walking. "It depends" = inconsistent = lost leads. Rep has specific pain points to reference.

Micro-Copy After Questions

"Here's what the data says: Leads that hit voicemail have a 90% chance of never calling back. Response time over 5 minutes drops conversion by 80%. If you saw yourself in those answers—that's exactly what we're here to fix."

Why This Micro-Copy Works

Hard stats they can't argue with. Directly connects THEIR answers to the problem. "That's exactly what we're here to fix" = clear solution positioning.

CTA:

"One More Section →"

SECTION 7: The Untapped Asset — Your Database

Customer-Facing Copy

Headline: "You've already paid to acquire these customers. Let's see if there's money sitting in your database."
Subhead: "Most businesses have thousands of past customers they never talk to again. That's revenue you've already earned the right to—it's just sitting there."

Questions

How many total contacts are in your database/CRM? (Number or range: Under 1K / 1K-5K / 5K-10K / 10K-25K / 25K+)
Roughly how many haven't purchased in 6+ months? (Number / I don't know)
When's the last time you systematically reached out to past customers who haven't been back? (Never / Over a year ago / 6-12 months / Within 6 months / We do it regularly)
What's your average transaction/ticket value? ($)

Dual Purpose

For the Customer	For the Rep
"Money sitting in your database" = reframes dormant contacts as an asset. "Revenue you've already earned the right to" = no new acquisition cost. Makes them see the opportunity.	"Never" or "over a year" = massive Rex opportunity. Database size × ticket × reactivation rate = specific dollar amount for the call. "I don't know" dormant count = they've never even looked.

Micro-Copy After Questions

"Quick math: If you have 5,000 contacts and half haven't been back in 6 months—that's 2,500 people who already know you, already trust you, and just need a reason to return. At even a 10% reactivation rate, that's 250 customers you didn't pay to acquire."

Why This Micro-Copy Works

Does the math FOR them. Concrete numbers. "Didn't pay to acquire" = pure profit framing. Impossible to ignore.

CTA:

"Final Step →"

SECTION 8: Getting Ready for Your Call

Customer-Facing Copy

Headline: "Last few questions so we don't waste a second of your time."
Subhead: "We keep calls to 15 minutes because we'll already have everything we need. These last answers make sure we're 100% prepared to give you a real plan—not a generic pitch."

Questions

Who else is involved in a decision like this? (Just me / Business partner / Spouse / Office manager / Other)
What's your timeline for solving this? (I want this fixed yesterday / Within 30 days / This quarter / Just exploring for now)
Have you tried other solutions for this before? (No, this is new / Yes → What and what happened?)
What would make you say "this isn't for me" on the call? (Open text)

Dual Purpose

For the Customer	For the Rep
"15 minutes" sets expectation—not a long sales call. "Real plan not generic pitch" = we're coming prepared. Last question shows we're direct and want to address concerns, not hide from them.	Decision maker status = know if they can close. Timeline = urgency level. Past solutions = competitive context, why they're still looking. "What would make you say no" = the objection, pre-surfaced. Handle it first on the call.

Micro-Copy After Questions

"We ask that last question because we'd rather address your concerns directly than dance around them. No games, no pressure—just straight answers."

Why This Micro-Copy Works

Positions transparency as a value. "No games, no pressure" = differentiation from typical sales. They respect the directness.

CTA:

"Finish →"

SECTION 9: Your Assessment

Customer-Facing Copy

Headline: "Based on everything you just shared—what's your gut say?"
Subhead: "You've looked at your numbers, your gaps, and your opportunities. Before we talk, we want to know what YOU think this is costing you."

Questions

Looking at your answers, what do you estimate these gaps are costing you every month? ($__/month) — Small text: "Don't overthink it. Just your honest guess."
On a scale of 1-10, how much is this problem actually affecting your business? (Slider)
What needs to happen on our call for you to move forward? (Open text)

Dual Purpose

For the Customer	For the Rep
Forces reflection on everything they just admitted. "What YOU think" = ownership. They're not being told the cost—they're calculating it themselves. More powerful than any pitch.	THEY wrote the cost estimate—rep uses their number on the call. Severity below 7 = tire kicker. "What needs to happen" = they literally write the closing criteria. Rep just meets it.

Micro-Copy After Questions

"You just did something most business owners never do—you actually looked at the gaps. That's the first step. On the call, we'll show you exactly how to close them."

Why This Micro-Copy Works

Validates their effort ("most never do"). Frames them as action-takers. "Show you how to close them" = solution is coming, just need to show up.

CTA:

"I'm Ready for My Call ✓"

CONFIRMATION PAGE

Customer-Facing Copy

Headline: "You're all set, [First Name]."
Body: "Your call is confirmed for [Date] at [Time].
Before then, our team will review everything you shared and build a custom implementation plan for [Business Name]. When we get on the call, we won't be asking you to repeat yourself—we'll be showing you exactly what this looks like for YOUR business.
Talk soon."

Elements to Include

Calendar invite auto-sent
Add to Google Calendar / Apple Calendar / Outlook buttons
What to expect: "15-minute call. No pressure. Real answers."

SUMMARY: The Sales Arc

Section	Customer Believes	Rep Gets
1. Confirmation	"They already know me. This is personalized."	Verified contact info
2. Business Scale	"They're matching me with relevant examples."	Revenue qualification + labor cost baseline
3. Phone Infrastructure	"They're checking compatibility so we can move fast."	Integration path + visibility gaps surfaced
4. CRM/Channels	"They won't replace what's working."	Pain in their words + channel gaps
5. Lead Economics	"They want to protect my marketing investment."	Sophistication level + ROI math inputs
6. Where Leads Die	"They're identifying what this actually fixes."	Specific gaps to reference on call
7. Database	"There might be money I'm not touching."	Rex opportunity size + reactivation math
8. Call Prep	"They want to be prepared, not waste my time."	Decision maker + objection pre-surfaced
9. Assessment	"I'm calculating this for myself."	Their cost estimate + closing criteria in their words

Every section educates the customer, advances the sale, AND arms the rep. The call is 15 minutes of closing—not discovery, not education. They've already sold themselves.

Athena: Your Sales Department Follow-Up Engine

SECTION 1: What Athena Is and How It Works

What It Is

Athena is a lead follow-up machine. When someone fills out a form on your website or clicks your ad, the system takes over. It calls them, texts them, and emails them until they either book an appointment or tell you to stop.

The system runs 24/7. It never calls in sick. It never forgets to follow up. It treats every lead the same way, every single time.

The Problems Athena Solves

"Leads Go Cold Before We Call Them"

You pay for a lead at 3pm. Your rep is on another call. By the time they get to it at 4:30pm, the lead already talked to your competitor. Athena calls within seconds of entry. No delay. No waiting. No lost opportunities.

"Some Reps Follow Up Once, Some Follow Up Ten Times"

One rep is aggressive. Another gives up after one attempt. Results are all over the place. Athena enforces the same process for every lead, every time. Your best follow-up sequence runs whether your A-player or your new hire is working.

"Leads Fall Through the Cracks"

Sticky notes. Spreadsheets. "I thought you called them." Leads disappear into the void. Athena tracks every lead in a pipeline you can see. Nothing gets lost. Nothing gets forgotten. Every lead has a status and a next action.

"I Can't Tell If My Team Is Actually Working"

Are they making calls or scrolling their phone? You don't know unless you stand over them. Athena shows exactly where every lead is, how long they've been there, and what happened. You see who's working and who's not—without micromanaging.

"When Staff Calls In Sick, Leads Don't Get Worked"

One person out = leads pile up = opportunities die. Athena keeps calling, texting, and emailing regardless of who shows up. Sick days don't kill your pipeline.

"After-Hours Leads Die Overnight"

Lead comes in at 9pm Friday. Nobody touches it until Monday 10am. That's 60+ hours of cooling off. Athena works nights, weekends, and holidays. A lead at 2am gets the same treatment as a lead at 2pm.

"I Have No Idea What's Actually Working"

Are your texts good? Is your timing right? Should you call more or less? You're guessing. Athena tracks everything—contact rates by attempt, conversion by campaign, performance by day/hour. You make decisions with data, not gut feelings.

"I'm Paying for Leads That Never Get Proper Follow-Up"

You spend $50 per lead. Your team attempts contact once, maybe twice, then moves on. You're lighting money on fire. Athena does up to 12 attempts per campaign, across 25 campaigns if needed. Every lead gets fully worked before you give up.

"Training New Reps Takes Forever and Results Vary"

New hire takes 3 months to ramp. Even then, they do things differently than your veterans. Athena runs the same proven process regardless of who's on the team. New reps plug into a system that already works.

"I Can't Scale Without Adding More People"

More leads = need more staff = more management = more inconsistency. Athena handles volume without adding headcount. Double your leads without doubling your payroll.

"I Don't Know Why Leads Don't Convert"

They just... disappear. Were they not interested? Wrong number? Price too high? No clue. Athena captures disposition reasons for every outcome. You know exactly why leads don't convert—and can fix it.

"My Follow-Up Process Changes Depending on Who's Working"

Monday's process is different from Thursday's. Morning shift does it differently than afternoon. Athena runs identically 24/7/365. Same message, same timing, same everything—no matter what.

How It Works

The Basic Flow

Lead Comes In → System assigns them to 1 of 25 customized campaigns and message sets
Immediate Contact → Welcome text, email, and/or Athena phone call fires instantly (you choose which)
No Answer? → Lead moves to a waiting stage while a timer runs
Timer Ends → Lead moves back to active stage for next contact attempt
Repeat → Up to 12 attempts per campaign
Response Detected → Any reply (text, email, call back, social message) pulls them out of automation into human hands

Two Pipelines Running Together

Active Pipeline = Leads ready to be contacted right now. Staff sees these.

Waiting Pipeline = Leads sitting in timer delays. Staff ignores these. The system automatically watches the clock and moves leads back to the active pipeline the moment their timer expires—no human intervention needed.

This keeps your team focused only on leads they can actually call. No clutter. No confusion.

What Happens at Each Attempt

At every single attempt (1 through 12), you control:

Send Athena call? Yes/No
Send to power dialer? Yes/No
Send to manual call list? Yes/No
Send SMS? Yes/No (plus the exact words)
Send Email? Yes/No (plus subject, from name, from address)
Wait timer before next attempt? You set days, hours, minutes

What Counts as "Contact Made"

Keeps Automation Running:

No Answer
Left Voicemail

Stops Automation (Moves to Human Pipeline):

Booked Appointment
Set Follow Up
Not Interested (saves the reason why)
Did Not Qualify (saves the reason why)
Wrong Number
Do Not Call

The 25-Campaign System

Every lead gets assigned to one of 25 campaigns. Each campaign has its own:

Contact methods (Athena vs manual vs dialer)
Message content (different words in SMS and email)
Timing (aggressive vs relaxed follow-up)
Number of attempts (1-12)

Why 25 Campaigns?

A/B/C/D/E Testing Built In (and beyond).

You can run the same lead source through different campaigns and measure which one books more appointments. Example:

Campaign 1: Athena calls + aggressive timing (5 min waits)
Campaign 2: Manual calls + relaxed timing (2 hour waits)
Split your leads 50/50
After 30 days, check which campaign has better numbers

Campaign Chaining

When a lead finishes all attempts in Campaign 1 without responding, you choose:

Option A: Send to long-term nurture (slow drip emails over months)

Option B: Loop to another campaign and start a fresh 12-attempt sequence with different messaging

You can chain campaigns together. That's up to 300 total touch attempts (25 campaigns × 12 attempts) before giving up. Or loop back and keep going.

Speed to Lead

This is the #1 reason the system exists.

The Problem: Research shows leads contacted within 1 minute are 7× more likely to convert than leads contacted after 1 hour. After 5 minutes, response rates drop 80%.

The Solution: You choose which instant actions fire when a lead enters:

Instant welcome SMS (on/off)
Instant welcome email (on/off)
Instant Athena phone call (on/off)

Your competitor is still looking at the notification. Your system already made contact.

What Gets Tracked

Every lead carries full history:

Entry Data: Day of week, hour of day, business hours or after hours
Stage Data: When they entered each stage, when they left, what disposition ended it
Channel Data: Which attempt method worked (Athena call, manual call, SMS, email)
Response Data: What channel they responded on, how long it took

Dashboard Reports

Pull reports on:

Contact rate at each attempt (Attempt 1: 15%, Attempt 2: 28%, Attempt 3: 35%...)
Conversion rate by campaign
Avg attempts needed to book appointment
Performance by day of week
Performance by hour of day
Cost per lead by source
Which dispositions happen most at which stages

Team Accountability

The Waiting Pipeline Reveals Everything

Managers can see:

How many leads are waiting to come back to active status
How many attempts are stacking up for each rep
Whether reps are actually dispositioning calls (if they don't, leads pile up)

Call Recording + Transcription

Every call (Athena and human) is recorded and transcribed. You can:

Review call quality
Search transcripts for keywords
Train new reps with real examples
Catch problems before they become patterns

Disposition Tracking Exposes Weak Links

If one rep has 50% "Not Interested" while the team average is 20%, you found a coaching opportunity.

If leads keep dying at Attempt 6, maybe your Attempt 6 message is broken.

When Humans Aren't Available

Athena: Your AI Sales Rep

Athena handles outbound calling:

Makes outbound calls instantly when leads come in
Follows up on leads who didn't answer
Handles objections using a custom answer database you build
Books appointments directly into calendars
Runs up to 200 calls at once

Athena has different scripts per campaign and per pipeline stage. Customize the entire sales conversation—tone, objection handling, qualifying questions, booking flow. Athena becomes your sales process, automated.

24/7 Coverage

When leads come in at 11pm:

Athena makes outbound calls
SMS and email fire automatically
Nothing waits until morning

Sick Days / No-Shows

When your rep calls in sick:

Leads still get contacted
Athena picks up the outbound slack
Manual call lists stay current for whoever is working
Nothing falls through cracks

Business Hours Protection

The system has a failsafe: leads won't move to active status (and won't get calls/texts) outside business hours you define. This prevents 3am phone calls even if a timer expires overnight.

Response Detection Across All Channels

The system watches everything:

SMS reply → Pulls from automation
Email reply → Pulls from automation
Facebook message → Pulls from automation
Instagram DM → Pulls from automation
Inbound phone call → Pulls from automation
Appointment booked → Pulls from automation

One response from any channel = human takes over. No double-texting someone who already replied.

What Business Owners Control

All campaign settings live in simple forms. No code. No workflow editing. Toggle yes/no, type in text, pick from dropdowns.

You Control:

Which contact methods fire at each attempt
What words go in every SMS
What subject lines go in every email
How long to wait between attempts (set exact days, hours, minutes)
How many total attempts before giving up
Whether to loop to another campaign or send to nurture
Business hours for Athena
Athena's sales scripts, objection handling, and booking flow
Disposition reasons (add unlimited custom options)

Changes take effect immediately. No waiting for developers.

Duplicate Prevention

The system checks phone AND email on entry. If the lead already exists, data merges instead of creating duplicates. Your database stays clean.

Integration Options

CRM: Comes with built-in CRM or connects to yours via webhook
Dialer: Syncs with power dialer software, dispositions flow both directions
Calendar: Books directly into staff calendars with service duration awareness
Ads: Optional ad platform integration for launching campaigns in 3 clicks with proven templates

Summary: What Changes When You Turn Athena On

Before Athena	After Athena
Leads go cold while reps are busy	Every lead contacted in seconds
Follow-up depends on who's working	Same process runs for every lead, every time
Leads fall through cracks	Every lead tracked with visible status
Can't tell if team is working	Full visibility into pipeline and activity
Sick days = dead leads	System works regardless of who shows up
After-hours leads die overnight	24/7 coverage, no gaps
Guessing what works	Data on every attempt, campaign, and outcome
Wasted ad spend on unworked leads	Every lead gets fully worked
New reps take months to ramp	Plug into proven system immediately
More leads = need more people	Scale volume without scaling headcount
No idea why leads don't convert	Disposition tracking reveals exactly why
Process varies by shift/person	Identical execution 24/7/365

SECTION 2: The Ripple Effects — 2nd and 3rd Order Consequences

Every fix creates a chain reaction. Here's what actually happens downstream.

1. Speed to Lead (Contacted in Seconds)

1st Order: Lead gets a call/text within seconds of submitting their info.

2nd Order:

You catch them while they're still at their computer/phone thinking about your service
They haven't had time to fill out your competitor's form yet
They remember why they reached out (instead of forgetting 2 hours later)
Your contact rate jumps because people actually answer when they just requested info

3rd Order:

Higher contact rate → more conversations → more appointments → more revenue
Better ROI on ad spend because you're converting more of what you paid for
You can afford to pay MORE per lead than competitors (because you convert better)
Competitors who respond slower literally cannot compete with you on the same lead sources
You dominate lead sources others abandon as "bad quality" (the leads weren't bad—their follow-up was slow)

2. Consistent Process (Same Follow-Up Every Time)

1st Order: Every lead gets the same sequence of calls, texts, and emails regardless of who's working.

2nd Order:

Your best-performing process runs 100% of the time, not just when your best rep is working
Bad habits can't creep in—the system doesn't get lazy on Friday afternoons
Results become predictable because inputs are predictable
You can actually measure what's working (because variables are controlled)

3rd Order:

Predictable results → predictable revenue → predictable business
You can forecast accurately: X leads = Y appointments = Z revenue
Banks/investors see a real business, not a personality-dependent operation
You can sell the business someday because it runs on systems, not on you
Your stress drops because outcomes aren't random anymore

3. Full Pipeline Visibility (Nothing Falls Through Cracks)

1st Order: Every lead has a status. You can see where every lead is at any moment.

2nd Order:

No more "I thought you called them" conversations
Managers spot bottlenecks instantly (50 leads stuck at Attempt 3? Something's wrong with Attempt 3)
Reps can't hide—their pipeline is visible
Handoffs between shifts actually work because the next person sees exactly where things stand

3rd Order:

Accountability without micromanagement → better culture
Management time shifts from chasing updates to strategic work
You identify your actual constraints (maybe it's not lead quality—maybe Attempt 4's message sucks)
Problems get fixed faster because they're visible faster
Team trust increases because everyone's working from the same truth

4. Team Accountability (Know Who's Working)

1st Order: You can see activity, dispositions, and outcomes by rep.

2nd Order:

Top performers become visible (and can be rewarded/promoted)
Underperformers become visible (and can be coached or cut)
Gaming the system gets harder—you see real outcomes, not just "I made calls"
Compensation can tie to actual results because results are tracked

3rd Order:

A-players stay because they get recognized; B-players rise or leave
Your average rep quality increases over time through natural selection
Training becomes targeted: you fix what's actually broken for each person
You build a culture of ownership because hiding isn't possible
Management decisions become defensible (fired for cause, promoted for results—all documented)

5. Coverage Regardless of Staffing (Sick Days Don't Kill Leads)

1st Order: Athena keeps working even when humans call in sick, quit, or no-show.

2nd Order:

One person out doesn't create a backlog that takes days to clear
Vacation requests don't cause anxiety about pipeline collapse
You can let people take time off without the business suffering
Turnover hurts less because the system holds institutional knowledge

3rd Order:

Lower stress for you (business doesn't depend on everyone showing up)
Lower stress for employees (they can actually be sick without guilt)
Better retention because people aren't burned out covering for each other
You can hire for quality instead of desperation (not panic-hiring to fill gaps)
The business becomes resilient instead of fragile

6. 24/7 Operation (After-Hours Leads Get Worked)

1st Order: Leads that come in at night/weekends get immediate follow-up.

2nd Order:

You capture leads your competitors ignore until Monday
Night/weekend leads often have higher intent (they're researching on their own time)
Your cost per acquisition drops because you're converting previously wasted leads
You can run ads 24/7 instead of pausing them after hours

3rd Order:

Expanded ad schedule → more total leads → more revenue
You serve customers in different time zones without adding shifts
Your "working hours" become irrelevant to your sales capacity
Competitors with 9-5 operations can't match your coverage (structural advantage)
You tap into lead sources others write off as "low quality" (they just couldn't respond fast enough)

7. Data on Everything (Know What Works)

1st Order: Every attempt, disposition, and outcome is tracked with timestamps.

2nd Order:

You stop guessing which messages work—you see the data
You find out Attempt 5 has a 2% contact rate (maybe skip it or change the message)
You discover Tuesday 10am-2pm has 3x the contact rate (shift your budget there)
You learn that leads from Source A convert 2x better than Source B (reallocate spend)

3rd Order:

Every dollar of ad spend gets optimized based on real performance
Your cost per acquisition drops quarter over quarter as you cut waste
You build institutional knowledge that survives employee turnover
Competitors flying blind can't keep up with your efficiency
You compound improvements: 5% better this month + 5% better next month = massive gap over time

8. Every Lead Fully Worked (No Wasted Ad Spend)

1st Order: Leads get up to 12 attempts across multiple channels before being marked dead.

2nd Order:

You extract maximum value from every lead you paid for
"Bad lead sources" often turn out to be "under-worked lead sources"
Your effective cost per lead drops because conversion rate rises
Sales team stops cherry-picking easy leads and ignoring hard ones

3rd Order:

Higher ROI on marketing spend → bigger budget → more leads → more revenue (virtuous cycle)
You can profitably buy leads competitors can't (because you convert more of them)
Your break-even cost per lead is higher than competitors' (you can outbid them)
Lead sources that "don't work" for others become goldmines for you
Marketing and sales alignment improves because leads actually get worked

9. Instant Rep Onboarding (New Hires Plug Into Existing System)

1st Order: New reps follow the same automated process as veterans from day one.

2nd Order:

Ramp time drops from months to weeks (or days)
New hire results are predictable because the process is predictable
Training focuses on conversations, not on "how to follow up"
Bad hires get exposed faster (if the system works and they still fail, it's them)

3rd Order:

You can hire more aggressively because onboarding isn't a bottleneck
Turnover becomes less painful (replacement ramps faster)
You can test more candidates because trying someone out costs less
Your hiring mistakes cost less (catch them faster, replace them faster)
Growth doesn't stall waiting for reps to "figure it out"

10. Scale Without Adding Headcount

1st Order: Athena handles increased lead volume without hiring more reps.

2nd Order:

Revenue grows faster than payroll
Margins improve as you scale (opposite of typical service businesses)
You can test bigger ad budgets without committing to bigger teams
Seasonality doesn't require temp hires (Athena absorbs the spike)

3rd Order:

Profit per employee increases → business becomes more valuable
You avoid the management complexity that comes with larger teams
Cash flow stays healthier (revenue comes before you need to hire)
You can enter new markets/services without hiring dedicated teams first
Exit valuation improves: buyers pay more for scalable systems than for headcount-dependent businesses

11. Disposition Tracking (Know Why Leads Don't Convert)

1st Order: Every lost lead has a reason recorded: not interested, wrong number, didn't qualify, etc.

2nd Order:

You discover 30% of your leads are wrong numbers → fix your form validation
You find "price too high" is the #1 objection → adjust your offer or messaging
You see "went with competitor" spiking → investigate what they're doing differently
You identify which lead sources produce which objections

3rd Order:

Product/pricing decisions get informed by real sales data
Marketing adjusts messaging based on actual objections (not guesses)
You fix problems at the source instead of blaming "lead quality"
Win-back campaigns target the right people with the right message
Your entire funnel improves because you're plugging actual holes, not imagined ones

12. Identical Execution 24/7/365 (No Process Variation)

1st Order: Morning shift, night shift, Monday, Saturday—same exact follow-up runs.

2nd Order:

Customer experience becomes consistent regardless of when they inquire
You can make brand promises ("We'll call you within 60 seconds") and actually keep them
Quality doesn't depend on mood, energy, or who's managing that day
Your reputation becomes reliable

3rd Order:

Word of mouth improves because experiences are consistently good (not hit-or-miss)
You can build a brand (brands require consistency)
Reviews become predictable (fewer random bad experiences)
Referrals increase because people know what to expect when they send friends
You build trust at scale—something most small businesses never achieve

The Math That Matters

Industry average: 68% of leads never get proper follow-up
Speed to lead: 7× better conversion when contacted in first minute
Attempt persistence: Most businesses stop at 2 attempts. Top performers do 8-12.
Channel mix: Combining call + SMS + email outperforms any single channel

Placements

Medspa losing evening messages. We placed someone.

Dental group losing weekend calls. We placed someone.

2,300 leads nobody had time for. We placed someone.

Contractor missing weekend leads. We placed someone.

Verified Third-Party Results

Fresh Dental — Missed-call recovery

SkinSpaMed — Website chat conversion

Szott Ford — Database reactivation

Same Problem?

How All Phone Numbers & Live Chat on the Page Capture Contact Info & Trigger the Bot Mockup

For Luna (Voice)

For Iris (Chat)

Backend Trigger

Why the ROI Calculators Remain Ungated

Placeholders

Compliance & Consent

Canonical Timeline Model

What This Is

The Three Agents

Positioning & Messaging

What visitors think at first:

The reveal:

Key copy frames:

What to avoid:

Color System

Conversion Flow

CTA Language (Staffing, Not SaaS)

Current Page Structure

Design Direction

Key Decisions

Rex — Database Reactivation VSL

The Pain (Lines 1-17)

The Math (Lines 18-21)

The Solution (Lines 22-29)

Social Proof (Lines 30-32)

CTA (Line 33)

Luna — Inbound Voice AI VSL

The Scene (1.1-2.9)

The Math (2.10-2.20)

The Solution (5.1-6.5)

Social Proof (8.1-8.9)

CTA (9.1-9.8)

Iris — Omni Channel VSL

The Race (Lines 1-6)

The Physics Problem (Lines 7-16)

The Invisible Loss (Lines 17-25)

The Solution (Lines 26-40)

Social Proof (Lines 41-49)

CTA (Lines 50-58)

The Core Concept

Why This Works

The Three Pillars: Assets, Distribution, Control

1. Assets (Intellectual Property)

2. Distribution

3. Control (The Black Box)

The McDonald's Principle

The "Digital Employee" Pricing Frame

The Script

Why This Works

Handling the "Can I Just Buy It?" Objection

Why "Staffing Firm" Not "Software Company"

The 90% Margin Model

Key Messaging Implications

Reality Check

Hard Numbers You Can Cite

1) If You Miss the Call, Customers Defect Fast

2) Missed Calls Are Common, Many Never Come Back

3) Calls Are High-Value When You Connect

4) Speed-to-Lead Research

20 Industries: Missed-Call Recovery Curves

Fencing Company: Estimated Recovery vs Callback Delay

Recommended SLA

20 Industries: Detailed Defection Stats

Sources

Related Problems

Reality Check on "% Booked Elsewhere by Minute"

Baseline: What "Slow Reply" Does to Inbound Leads

Cross-Industry Inbound Lead Response Decay (MIT/InsideSales)

Conversion Impact