CASE STUDY

How a local arborist cut down on after-hours admin.

We built a custom phone-to-CRM sync that creates requests hands-free, eliminates duplicates, and handles to-do's exactly the way they want. No more catching up on data entry after a full day in the field.

We ran it in Review mode so we could check every result and fine-tune the rules together — before flipping it to automatic.

Dashboard

Review Automatic

Review — Incoming calls are classified and logged, but must be approved before being created in the CRM.

Caller	Time	Summary	Classification	Action
(555) 123-4567	2 hours ago	Homeowner requesting a quote for backyard tree removal. Provided address and availability.	new_request	Approve & Create Request
(555) 987-6543	3 hours ago	Existing client would like a follow up on the stump grinding.	client_following_up	Approve & Create To-Do
(555) 000-1111	3 hours ago	Incoming call — promotional offer from TELUS.	ignore	—

Read the Story

THE PROBLEM

Every call meant more admin work later.

This arborist runs a busy crew. Calls come in all day while they're up in trees, driving between jobs, or talking to clients on-site. Every call meant:

Grab a pen and paper in the truck, scribble down the details, and hope you remember to enter it later.
Wait until the evening to sit down at a computer and create every request manually in the CRM.

Leads slipped through the cracks. Duplicates piled up. And the business owner was spending their evenings doing data entry instead of being with their family.

THE SOLUTION

AI that handles calls while you're in the field.

We built a custom phone-to-CRM sync with AI that classifies every incoming call automatically:

New lead? Creates a request in the CRM with a summary of the call. Hands-free.
Existing client following up? Creates a to-do on the right client record. No duplicates.
Spam or voicemail? Filtered out. Never hits the CRM.

The AI is fully customizable. We worked back and forth with the client to perfect the classification rules, handle edge cases, and make sure it worked exactly the way they wanted before going live.

THE RESULTS

No more evenings at the computer.

Requests created hands-free

New leads automatically become CRM requests while the crew is in the field. No pen and paper, no evening data entry.

Zero duplicate clients

AI cross-references phone numbers, names, and addresses. Existing clients get a to-do, not a duplicate record.

Full control, always

Started in Review mode to verify every result. Iterated on the rules together until it was perfect. Now runs on autopilot.

Want something like this for your business?

Every business has different workflows and different rules. We build custom solutions that work exactly the way you need them to.

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