This is an illustrative model, not a client engagement. Latini Automation has not yet published a client case study. The workflows shown here are real and built. The company is not.
Kestrel Grounds Co. — a worked example
The setup. Six crews. About $1.4M a year in residential and light commercial grounds maintenance. Owner takes calls from the truck. Office manager works four days a week and handles quoting, scheduling, and invoicing.
What’s leaking.
- Roughly 40 calls a week come in. About 11 go to voicemail. Maybe 4 of those call back.
- Quotes go out in two to three days. The ones that don’t get answered don’t get chased.
- Invoicing happens Friday afternoon, when there’s time. Sometimes it doesn’t.
Before and after
Call comes in
Roughly 40 a week. The owner takes them from the truck.
Runs on its ownVoicemail
About 11 a week go here. Maybe 4 of those call back.
Stops hereQuote sent
Two to three days later. The ones that go quiet don't get chased.
Stops hereInvoice
Friday afternoon, when there's time. Sometimes it doesn't happen.
Stops here
Call comes in
Unanswered calls get a text back straight away.
Runs on its ownQualified and logged
Captured in the CRM whether or not anyone picked up.
Runs on its ownQuote sent
Same day, then three follow-up touches over ten days.
Runs on its ownInvoice on completion
Sent when the job closes. Reminders at 7, 14, and 21 days.
Runs on its own
What we'd build, in order
Weeks 1–2
The Automation Plan
Map the current process. Audit the software they're already paying for. Build and turn on missed-call text-back.
Weeks 3–4
Quote follow-up
Three touches over ten days, automatic, stopping the moment the customer replies.
Weeks 5–6
Invoicing
Invoicing on job completion instead of Friday. Payment reminders at 7, 14, and 21 days.
Weeks 7–8
Scheduling
Scheduling connected to the CRM. Reminders to customers the day before.
What it would return
Same conservative assumptions as the calculator: 30% of recovered calls closed, half the admin hours saved rather than all of them, 20% of revived follow-ups won.
| Figure | How it is calculated |
|---|---|
| Missed-call revenue recovered | 7 missed calls × 52 weeks × $550 × 30% closed = $60,060 |
| Owner hours returned | 12 hours × 52 weeks × 50% saved × $85 = 312 hours — $26,520 |
| Follow-up revenue recovered | 30 quotes × 12 months × 40% dropped × $550 × 20% won = $15,840 |
| Total | $60,060 + $26,520 + $15,840 = $102,420 |
What we would not automate
Their crews are overbooked in May and idle in November. That’s a pricing and sales problem, not an automation problem. Automating their intake would just fill May faster.