Case Study
Airco/Service monteur
The client was facing inefficiencies in managing customer communication, lead follow-up, and maintenance reminders. New leads from the website were not always followed up promptly, and opportunities for recurring revenue through maintenance contracts were being missed. As the client’s business grew, manual processes were becoming unsustainable and time-consuming.
Overview
For the client, we optimized the email and CRM system to improve efficiency across key business areas. New website leads are now automatically followed up with emails and internal reminders, existing customers receive timely maintenance prompts and requests for service appointments, and targeted campaigns encourage more clients to sign up for maintenance contracts.
These automations reduced manual work, improved lead conversion, and increased recurring revenue—allowing the business to operate more smoothly and scale with less effort.
Client
De Aircomonteur
Branche
Installation and service industry
My Role
Process optimization and automation
Software
ActiveCampaign
My Approach & Contributions
I began by thoroughly analyzing the client’s business processes, customer journey, and internal workflow. Through this analysis, I identified key inefficiencies and opportunities for automation—particularly in lead follow-up, customer communication, and recurring service outreach. I then translated these insights into a structured and well-organized CRM setup, tailored to the client’s needs.
I designed and implemented automated email flows for lead nurturing, service reminders, and maintenance contract promotions, ensuring each was aligned with the business goals. Internally, I created task automation and reminders within the CRM to support timely follow-ups and reduce manual effort. My hands-on involvement—from process mapping to technical implementation—resulted in a streamlined, scalable system that saves time and supports consistent business growth.
In addition to the technical setup, I worked closely with the client to ensure the email content was on-brand, easy to understand, and action-oriented. I also provided training and documentation, so the client could confidently manage and adapt the system over time. This approach not only delivered immediate results but also empowered the business with a long-term, sustainable solution that supports both efficiency and customer satisfaction.
The Solution
Acquiring New Customers via the Website
A simple yet effective lead capture form was added to the website, directly connected to the CRM. New inquiries automatically triggered a personalized welcome email with service information, followed by a short lead nurturing sequence. This helped build trust quickly and encouraged faster conversion.
Engaging Existing Customers for Maintenance Services
Using customer purchase and installation dates, we set up automated email reminders for routine airco maintenance. These campaigns were designed to be timely, personalized, and required no manual scheduling—ensuring that clients were reminded exactly when needed.
Automated Lead Follow-Up & Internal Reminders
Each new lead triggered a follow-up sequence with automated emails and internal CRM tasks assigned to the technician. This ensured that no lead fell through the cracks and created a clear workflow for follow-up, closing, or scheduling.
Promoting Maintenance Contracts to the Existing Database
We segmented the customer list to identify those without a maintenance contract and launched a targeted email campaign highlighting the benefits of annual servicing. This campaign significantly increased the number of clients signing up for recurring maintenance, adding predictable revenue and reducing emergency service calls.
"Before working with Client lab, we were losing leads and wasting time on manual tasks. They quickly understood our business and set up a clear, automated system. The CRM is easy to use, the email flows are professional, and everything now runs smoothly in the background. We've saved hours every week and can focus more on growing the business. Highly recommended for anyone looking to work smarter and more efficiently."
Results
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50% reduction in time spent on manual follow-ups and scheduling
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Improved response time to new leads, resulting in a higher conversion rate
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Increased customer retention through consistent maintenance reminders
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Boost in recurring revenue thanks to targeted promotion of service contracts
- More consistent workload during slower months, as maintenance reminders and contract promotions helped smooth seasonal dips
Conclusion
By automating key communication flows and integrating the CRM with the website and internal processes, the client significantly improved operational efficiency. What once took hours per week is now handled automatically, allowing the technician to focus on what matters most: serving customers and growing the business.
Additionally, by smoothing out demand through smart use of reminders and promotions, the business was able to secure more work in slower months—adding valuable stability and predictability.