Case studies
AI implementation evidence, not demo theatre.
Two anonymised engagements, walked through end-to-end. Five agents you can step through without us scheduling a call. Enough to size the work before you ever pick up the phone.
What’s on this page
Three reading paths, one page
2
engagements
5
walkthroughs
7+
systems shown
Case 01 · Recruitment
Reclaiming the consultant day at a Northern-England recruitment agency.
4-week build, 8 weeks of measurement. What was broken, what we built, the cadence we shipped to, and the model behind the numbers.
92%
Note completeness
11h
Median follow-up latency
60
Manager-reviewed calls / week
18%
Consultant time on admin
What was broken
Consultants on this floor were losing roughly 38% of the working day to admin: call notes typed after the fact, CRM hygiene that drifted by Wednesday, and follow-ups that quietly slipped past their SLA. The agency knew their top billers had a sharper playbook than the rest of the floor — they just couldn't see it. Placements were also leaking after start date because aftercare cadence was a personal habit, not a system.
Diagnosis · 2 weeks
One of our engineers spent two weeks on the floor — sitting with three desks, measuring how work moved through Bullhorn and RingCentral, and mapping the consultant day across twelve repeatable jobs. The patterns showed up fast.
70% of call notes missed the points that mattered
Managers wanted seven things captured on every call — motivation, salary, notice, location, current process, fit signals, next step. Most calls captured three or four.
Median follow-up latency on warm candidates was 4.3 days
Warm candidates routinely went cold while consultants juggled live placements. Nobody owned the nudge.
Aftercare ran on personal habit, not a system
Two desks ran day-7 and day-30 check-ins. The other two did not. Placement drop-outs were 2.4× higher on the desks without aftercare cadence.
Coaching loops were starved of evidence
Managers reviewed roughly twelve calls per week across eighty consultants. Sampling was too sparse to drive meaningful coaching.
What we built
Agents beside the live stack.
Four agents were designed to sit alongside the existing stack — no platform migration, no new logins for consultants. Each agent had a narrow remit, a defined source of truth, and an explicit human-in-the-loop checkpoint.
- BullhornCRM of record
- RingCentralTelephony + recording
- OutlookEmail + calendar
- LinkedIn RecruiterCandidate sourcing
- SlackInternal nudges
- Arkwright AgentsTies the agents together
Agent 01
Call Prep Agent
Triggered fifteen minutes before any calendared call. Pulls candidate or client history from Bullhorn, recent LinkedIn activity, and any open process notes. Delivers a one-page brief into Outlook with the qualification questions still outstanding.
Agent 02
Call Intelligence Agent
Listens to the RingCentral transcript, summarises the call against the seven-point checklist, drafts the CRM updates, and surfaces coaching moments to the manager queue. The consultant approves the update inside Bullhorn rather than typing it.
Agent 03
Pipeline Hygiene Agent
Watches Bullhorn for overdue actions, stale candidate status, and missing next-step dates. Sends contextual nudges into Slack — quiet by default, escalating only when a record crosses the SLA boundary.
Agent 04
Aftercare Agent
Runs day-7, day-30, and day-90 candidate and client check-ins on placed roles. Captures responses, flags risk signals to the consultant, and books a manager intervention if a placement looks fragile.
Implementation · 4 weeks of build · 8 weeks of measurement
One measurable slice at a time.
A tight build cadence kept the floor on the live system throughout. Each week we put one agent live quietly — running in the background — before it appeared in front of any consultant.
| Phase | Focus | Key results |
|---|---|---|
| Week 1 | Call Prep + Bullhorn writeback |
|
| Week 2 | Call Intelligence |
|
| Week 3 | Pipeline Hygiene + nudges |
|
| Week 4 | Aftercare + review |
|
Week 1
Call Prep + Bullhorn writeback
- Bullhorn API access + RingCentral webhook scoped
- Call Prep Agent shipped into Outlook on six pilot consultants
- Manager dashboard baseline established
Week 2
Call Intelligence
- Seven-point call checklist agreed with senior consultants
- Transcript-to-CRM drafting running quietly in the background
- Approval UX prototyped inside Bullhorn note view
Week 3
Pipeline Hygiene + nudges
- SLA matrix agreed with desk leads (warm 48h, hot 24h, placed 4h)
- Slack nudge channel launched per desk, quiet hours respected
- Manager exception report wired to weekly review
Week 4
Aftercare + review
- Day-7, day-30, day-90 cadence deployed across two pilot desks
- Risk-signal taxonomy reviewed with managers
- Evidence pack assembled for the rollout decision
Results and ROI
Outcomes, with the model attached.
The tiles are the measured change. The ROI table keeps every assumption visible — pressure-test it against your own baseline, not ours.
| Value driver | Modelled range | Methodology |
|---|---|---|
| Consultant time recovered | £180k-260k / yr | 20% recovered admin time across 80 heads, valued at the loaded consultant cost band below. |
| Placements rescued via aftercare | £90k-140k / yr | Two additional placements retained per month, valued at the average permanent fee band below. |
| Manager coaching capacity | Not monetised | Coaching surface expands from 12 to 60 reviewed calls per week. Tracked as a leading indicator, not a cash line. |
| Pipeline leakage avoided | £40k-80k / yr | Recovered warm-candidate placements based on the latency delta and historical conversion rate from warm to placed. |
Consultant time recovered
£180k-260k / yr
20% recovered admin time across 80 heads, valued at the loaded consultant cost band below.
Placements rescued via aftercare
£90k-140k / yr
Two additional placements retained per month, valued at the average permanent fee band below.
Manager coaching capacity
Not monetised
Coaching surface expands from 12 to 60 reviewed calls per week. Tracked as a leading indicator, not a cash line.
Pipeline leakage avoided
£40k-80k / yr
Recovered warm-candidate placements based on the latency delta and historical conversion rate from warm to placed.
Case 02 · Real estate
Tightening the viewing-to-vendor loop at a London and Home Counties estate agency.
6-week build, 10 weeks of measurement. What was broken, what we built, the cadence we shipped to, and the model behind the numbers.
94%
Feedback reaching the vendor record
7 days
Median vendor update cadence
12%
Listings missing a hero shot
+9pp
Instruction-to-offer conversion
What was broken
Negotiators ran twelve to twenty viewings a week and dictated feedback into a tool that rarely surfaced cleanly to the vendor. Vendor reports were polite, vague, and late — leaving instructions to drift toward re-marketing without a clear narrative. Listing photography varied wildly between branches because each negotiator handled their own uploads, with no shared bar for quality.
Diagnosis · 3 weeks
The team measured two months of viewings across six branches, listened to 140 dictated feedback files, and sat in on three vendor-update calls per branch. The same patterns came up in the calls and in the listings.
58% of dictated feedback never reached the vendor
Dictations sat in a queue waiting for a negotiator to retype them. Anything older than 48 hours was usually skipped in favour of 'I'll mention it on the call.'
Vendor calls were averaging 19 days apart
The stated cadence was weekly. The actual cadence depended on negotiator capacity, with the average drifting close to three weeks during peak periods.
34% of Rightmove listings lacked a hero shot
A hero shot here means: correctly exposed, level horizon, no parked car in frame, taken in usable light. Branch quality varied by an order of magnitude.
Re-marketing decisions had no narrative
Vendors were being asked to drop price or change agent based on 'the market' rather than concrete viewing-by-viewing feedback. Trust eroded accordingly.
What we built
Agents beside the live stack.
Three agents were scoped to sit between the negotiator and the vendor. Each one absorbed an existing manual step rather than adding a new surface to learn.
- ReapitCRM + property record
- MioChain tracking
- RightmovePortal of record
- Dictation toolViewing feedback capture
- OutlookVendor communications
- Arkwright AgentsTies the agents together
Agent 01
Feedback Capture Agent
Receives dictated viewing feedback from the existing tool, structures it against a five-field schema (price, condition, location, layout, intent), and posts a draft into the Reapit property record within fifteen minutes of the viewing ending.
Agent 02
Vendor Narrative Agent
Aggregates the structured feedback from the last fortnight into a vendor-ready narrative. Highlights consistent themes, flags anything that contradicts the asking price, and drafts the vendor update for negotiator approval before send.
Agent 03
Listing Quality Agent
Checks every new Rightmove listing against an agreed quality bar before it goes live. Flags missing hero shots, poor exposure, or empty descriptions to the branch lead with a recommended fix. Never auto-publishes.
Implementation · 6 weeks of build · 10 weeks of measurement
One measurable slice at a time.
A longer build window than the recruitment case reflected the breadth of data sources and the need to onboard branch leads as the human approval layer.
| Phase | Focus | Key results |
|---|---|---|
| Weeks 1-2 | Feedback capture pilot |
|
| Weeks 3-4 | Vendor narrative + cadence |
|
| Weeks 5-6 | Listing quality + rollout |
|
| Weeks 7-10 | Measurement + review |
|
Weeks 1-2
Feedback capture pilot
- Dictation tool integration scoped + five-field schema agreed
- Two pilot branches enrolled, baseline measured on 60 viewings
- Reapit writeback approval flow built
Weeks 3-4
Vendor narrative + cadence
- Vendor update template reviewed with three senior negotiators
- Cadence engine built (weekly default, escalating on stale instructions)
- Ran quietly on 40 active instructions before negotiator approval went live
Weeks 5-6
Listing quality + rollout
- Rightmove listing quality bar agreed with marketing lead
- Listing Quality Agent deployed to all 22 branches in advisory mode
- Branch-lead dashboard shipped with weekly quality scorecard
Weeks 7-10
Measurement + review
- Vendor call cadence tracked against target across all pilot branches
- Re-marketing decisions reviewed with management against narrative quality
- Evidence pack assembled before the network-wide rollout decision
Results and ROI
Outcomes, with the model attached.
The tiles are the measured change. The ROI table keeps every assumption visible — pressure-test it against your own baseline, not ours.
| Value driver | Modelled range | Methodology |
|---|---|---|
| Negotiator time recovered | £260k-360k / yr | ~5 hours per negotiator per week recovered from feedback retyping and vendor admin, across 180 heads at the loaded cost band below. |
| Retained instructions | £420k-720k / yr | Tighter vendor narrative correlates with fewer instruction withdrawals; modelled at 1.5-2.5 retained instructions per branch per quarter at the average commission band. |
| Listing quality uplift | Tracked, not monetised | Hero-shot compliance is a leading indicator of click-through on the portal. We track it; we do not attribute revenue to it directly without a longer measurement window. |
| Manager intervention cost avoided | £60k-110k / yr | Branch leads previously fielded escalations from disappointed vendors. Modelled as 1-2 hours per week per branch lead, recovered at the loaded leadership cost band. |
Negotiator time recovered
£260k-360k / yr
~5 hours per negotiator per week recovered from feedback retyping and vendor admin, across 180 heads at the loaded cost band below.
Retained instructions
£420k-720k / yr
Tighter vendor narrative correlates with fewer instruction withdrawals; modelled at 1.5-2.5 retained instructions per branch per quarter at the average commission band.
Listing quality uplift
Tracked, not monetised
Hero-shot compliance is a leading indicator of click-through on the portal. We track it; we do not attribute revenue to it directly without a longer measurement window.
Manager intervention cost avoided
£60k-110k / yr
Branch leads previously fielded escalations from disappointed vendors. Modelled as 1-2 hours per week per branch lead, recovered at the loaded leadership cost band.
Walkthroughs
See how an agent actually behaves — without booking a demo.
Five static walkthroughs of agents we’ve already built. Pick one and step through it: what it reads, where it pauses for a person, what it decides, and what happens when it isn’t sure. You get to size the work yourself — no live demo, no compute burned, no sales pressure.
Walking through
Voice qualification
Chapter 01
Map the workflow before anything ships.
System in scope
Telephony
Mapped during discovery, before any automation path is proposed.
System in scope
CRM
Mapped during discovery, before any automation path is proposed.
System in scope
Calendar
Mapped during discovery, before any automation path is proposed.
System in scope
Mapped during discovery, before any automation path is proposed.
Primary workflow
Voice qualification
A realtime voice agent qualifies the call against an agreed scorecard and produces a CRM-ready record the consultant can accept, edit, or reject.
Systems mapped
4 connected surfaces
Telephony / CRM / Calendar / Email
Human checkpoint
Approval before commercial action
Where confidence scores, audit trail, and handoff rules sit before anything is written back live.
Want hands-on?
The live versions run for clients and scoping conversations.
Each walkthrough above is the same agent we’d build for you. When you’re ready to see one running on your data, we’ll open the live version and walk it with you.
Methodology
Composite profiles. Real implementation patterns.
We’d rather show you a faithful composite than a doctored named-client logo. Here’s what that means in practice — and the three things we hold ourselves to on every engagement.
A person stays in charge
Anything commercial is approved or reviewed by your team before it touches a live system.
Baseline before build
We measure your current workflow before we propose a single automation. No baseline, no business case.
Your stack stays put
Agents sit alongside the tools your team already uses. No migration, no new logins, no rip-and-replace.
Next step
Scope the proof point closest to your operation.
Bring one workflow, one team, and the systems already in play. We’ll work out whether there’s enough signal to build — and what a first slice should look like.