Case Study 02 — Enquiry & Lead Capture
An AI chatbot that
sells while you sleep.
A same-day cleaning service was losing after-hours leads to competitors who responded faster. We deployed an AI chatbot that engages every visitor instantly, qualifies the enquiry, and hands a ready-to-call lead to the team each morning — without anyone working overnight.
The Situation
Good leads, gone cold by morning.
The business operated Monday to Saturday, with a small team fielding enquiries manually during the day. The problem wasn't the quality of their service — it was timing. A significant portion of website visitors arrived in the evenings and on Sundays, when no one was available to respond.
Analysis of their website traffic showed that over 40% of visits happened outside business hours. Most of those visitors filled in a contact form and then, hearing nothing back until the next morning, had already booked with a competitor who responded faster.
The fix wasn't hiring someone to work overnight. It was making sure every visitor got an immediate, helpful response — and that the team woke up each morning with a list of qualified leads ready to call.
"We used to come in on Monday morning and find three or four form submissions from the weekend that had already gone cold. Now those are warm conversations waiting for us."
— Business owner (illustrative)Project snapshot
What We Did
An AI chatbot trained on the business.
AI chatbot configured for the business
We trained the chatbot on the business's service offering, pricing, service area, and FAQs. It can answer specific questions — "do you do same-day in Southbank?", "what's included in an end-of-lease clean?" — with accurate, helpful answers rather than generic deflections.
Lead qualification built into the conversation
The chatbot collects name, contact number, service type, preferred date, and property size before the conversation ends. By the time the team picks it up in the morning, the lead is already qualified — no back-and-forth needed before booking.
Direct HubSpot integration
Every qualified conversation creates a contact and deal in HubSpot automatically — with the full chat transcript attached. The team gets a notification and arrives at a morning dashboard of warm leads with context, rather than cold form submissions. The chatbot doesn't just collect contact details — it has a real conversation. It handles objections, answers specific questions about the service, and can offer to check availability before the team even opens their laptop. The quality of leads coming into HubSpot is significantly higher than contact form submissions ever were.
The chatbot doesn't just collect contact details — it has a real conversation. It handles objections, answers specific questions about the service, and can offer to check availability before the team even opens their laptop. The quality of leads coming into HubSpot is significantly higher than contact form submissions ever were.
Sparkle Clean
Hi! I'm here to help. Are you looking to book a clean, or do you have a question first?Visitor
Do you do same-day end of lease cleans?Sparkle Clean
Yes — we can usually accommodate same-day if you book before 2pm. For end-of-lease we include oven, carpets, and windows. What suburb are you in?Visitor
Richmond. 2-bedroom apartment.Sparkle Clean
Richmond is covered — we have a team nearby. For a 2-bed it's around $320 and takes about 3 hours. Want me to check today's availability?✦ Lead created in HubSpot — 11:47pm
The Results
More leads, better qualified, zero overnight effort.
Within the first month, 68% of new leads were captured outside business hours — previously a near-total loss. The average response time dropped from several hours to under ten seconds. The number of qualified leads per month increased by 2.4 times, despite no change in website traffic or marketing spend.
Evening and weekend leads recovered
The after-hours enquiries that used to go cold became the most consistent lead source. Visitors who previously would have moved on after getting no response were now booking directly through the chat conversation.
Team starts each day with warm leads
Instead of cold form submissions to follow up, the team now opens HubSpot each morning to a list of leads who have already confirmed their service type, location, and availability — ready to convert with a single call.
Staff time freed from early qualification
The back-and-forth of initial qualification — "what suburb?", "how many bedrooms?", "what date?" — is now handled entirely by the chatbot. Staff only engage when the lead is genuinely ready to book.
Get Started
Stop losing after-hours leads.
Get a free quote and we'll show you exactly what an AI chatbot would look like for your business — and how quickly it can be running.