The Problem
40–60 inbound inquiries per month. No system to handle them.
Hartwell & Associates fielded 40–60 inbound inquiries per month across phone, web, and email. With a team of four agents and no dedicated admin, responses were slow — if they came at all.
- No after-hours coverage. Prospects calling after 6pm got a voicemail and moved on to a competitor.
- Inconsistent follow-up. Agents handled inquiries when they could, not when they came in. Deals fell through the cracks.
- No visibility into lead sources. The firm couldn't say which channel — Google, referrals, signage — was actually driving closings.
Most small service businesses have the same problem. They just don't know how much it's costing them.
The Solution
Three systems, up and running in under two weeks.
VoxyMail deployed three core pieces. No new staff. No new software subscriptions. Just systems that work when the team isn't watching.
| Service | What It Does |
|---|---|
| AI Receptionist | Answers calls 24/7, qualifies the lead, books appointments directly into the agents' calendar. |
| Website Build | Rebuilt the firm's landing page with a clear offer, lead capture form, and trust signals. |
| Lead Generation | Ongoing delivery of qualified commercial real estate leads via targeted outbound. |
The ROI showed up in week three. The system pays for itself several times over every single month.
The Results
Three months in. Real numbers.
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20+ hours/week saved across the team — no more chasing down inquiries or playing phone tag.
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38% improvement in inquiry-to-qualified-lead conversion — leads handled within 15 minutes of contact.
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$41,000 in new closed business attributed directly to leads handled by VoxyMail's systems.
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4.9/5 average caller satisfaction on AI receptionist interactions — callers don't know they're talking to AI.
"The ROI showed up in week three. The system pays for itself several times over every single month."
— James Hartwell, OwnerWant results like this?
VoxyMail helps service businesses build the systems that turn inquiries into revenue. If you're tired of leads slipping through the cracks, let's talk.
Book a free strategy call →