How we deployed an AI voice callback agent to recover 34 monthly missed inbound phone calls automatically

The Challenge

A high-end local service brand received up to 50 inbound calls daily. With small staff coverage, up to 30% of calls went to voicemail during busy hours or weekends. Voicemails were rarely returned in time, and leads booked competitors instead.

The Strategy

We built and trained a custom voice assistant using Retell AI and Vapi. When a call went unanswered, we routed it immediately to our low-latency AI agent. The agent answered in a natural voice (built on ElevenLabs), qualified the lead's need, and booked calendar appointments directly into the calendar.

The Results

Following deployment:

• 100% Answer Rate: AI agents responded immediately to calls, ensuring no caller reached a silent mailbox.
• 34 Leads Recovered/Mo: 34 callers booked quotes or left qualified details, translating directly into customer conversions.
• Zero Admin Intervention: Booking data was auto-pushed into the GHL CRM via n8n workflows.