Commercial cleaning companies often send website leads to a contact form and a next-day callback. An AI concierge qualifies visitors like a rep, quotes a realistic range and books site visits directly, typically tripling qualified meetings.
Typical results
24/7
Instant response to inquiries
38%
Bookings made outside office hours
6 hrs/wk
Rep time freed from dead ends
Figures reflect typical results for this kind of automation.
The challenge
The contact form produced two kinds of leads: serious facility managers who waited four hours for a callback and often signed elsewhere, and tire-kickers who consumed twenty rep minutes before revealing a 40-square-meter office outside the service area. Reps burned seven hours a week qualifying dead ends while real prospects slipped away after hours.
Before and after
Qualified meetings per week
3×Minutes to first response
−99%Weekly rep hours on unqualified leads
−86%The automation
We deployed an OpenAI-powered chat agent trained on the company's actual qualification script. It asks the four questions a rep would — facility type, square meters, cleaning frequency, location — and quotes a realistic monthly range from the company's own rate logic. Qualified visitors pick a site-visit slot straight from the right rep's calendar; out-of-area or undersized inquiries get a polite redirect. Every transcript, quote, and detail lands on the CRM lead record automatically.
How it works
- 01
Visitor opens chat
The concierge greets and asks the four questions a rep would: facility type, size, frequency, location.
- 02
Instant ballpark
The agent quotes a realistic monthly range straight from the company's own rate logic.
- 03
Qualify or deflect
Out-of-area or undersized inquiries get a polite pass; real prospects move forward.
- 04
Straight to calendar
Qualified visitors pick a site-visit slot in the right rep's calendar, right in the chat.
- 05
CRM handoff
The full transcript, quote range, and facility details land on the lead record automatically.
Starts from
- Visitor chat questions
- Rate logic + service areas
Delivers
- Booked site visits
- Transcript to CRM
- Instant rep notification
The impact
Qualified meetings typically triple, from about three to nine a week, within the first two months. Around 38% of bookings happen outside office hours, when no rep could have answered. Reps get back about six hours a week once lost to dead-end calls, and every meeting arrives with a transcript and a price expectation already set.
Questions about this automation
Which questions does the AI concierge ask visitors?
It follows the company's own qualification script: facility type, size in square meters, cleaning frequency and location. Based on the answers, it quotes a realistic monthly range from the company's rate logic, so visitors get a useful number in the chat instead of waiting for a callback.
How does it handle inquiries the company can't serve?
Service areas and minimum job sizes are set as rules. When a facility is outside the area or below the minimum, the agent gives a polite redirect and doesn't offer a meeting. Questions it can't answer are passed to a rep with the transcript, so the agent never makes up an answer.
What reaches the CRM after a visitor books?
The lead record gets the full chat transcript, the quoted range and the facility details, and the assigned rep receives an instant notification. The site-visit slot comes from that rep's own calendar, so there is no back-and-forth to arrange it. This is a multi-step build, usually rolled out in stages.