Case Study: AI-Powered Automation for Client Enquiries and Onboarding

Challenge

Our client, a professional services business in Sydney, was handling around 150 new enquiries each month. These typically began as lengthy 20–30 minute phone calls. With limited staff capacity, they struggled to handle all enquiries, often missing around 25%.

This meant lost opportunities, slower response times, and a heavy admin burden from manually drafting follow-ups, sending quotes, and coordinating onboarding tasks.
Business woman on a call

Solution

Quantum designed and implemented an AI-powered workflow that transformed the process:

  • Call transcription & data capture: Incoming calls were automatically recorded and transcribed.

  • Automated client follow-up: Personalised confirmation emails and a short survey were triggered instantly.

  • AI-generated quotes: Based on survey responses, AI produced accurate quotes and sent them to prospects.

  • Onboarding workflows: Once a quote was accepted, the system triggered multi-step workflows, distributing documents, tasks, and emails to relevant staff.

  • Client communication: A tailored welcome email was sent immediately, enhancing client experience and confidence.

Impact Snapshot

Revenue unlocked

$159,375 per month →
$1.91 million per year

The client gained ~21 extra conversions per month by reaching previously missed 25% of enquiries and converting faster (55% vs 50%).

Cost savings

$4,871 per month →
$58,458 per year

By automating 15 admin hours weekly at a blended $75/hr, the business saved the equivalent of 0.4 of a full-time role.

ROI

18,150% ROI

A one-off investment of $10,800 delivered $1.97 million in annual benefit – every $1 returned ~$181 in value within the first year.

Capacity regained

0.4 FTE regained weekly

Equivalent to freeing up a part-time employee’s workload, allowing staff to focus on higher-value tasks and client service.

Outcome

By automating the enquiry and onboarding process end-to-end, the client not only eliminated repetitive admin but also transformed their sales pipeline. They are now capturing leads that would previously have slipped away, while simultaneously reducing overhead costs.

The Result

Lower costs, higher efficiency, and nearly $2 million in additional annual revenue - all from a $10,800 investment.
 
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