11,000 contacts, 15 reps and 444 opportunities straight in the calendar in one month.
A subsidy window opened that was closing fast. Green Home Energy needed to reach their entire database in weeks, not months. Without a call centre and without overloading their field reps.
Home energy retrofits · SMS database warm-up · Zero extra hires
From 9,967 conversations down to 444 booked field meetings.
No estimated numbers: complete campaign flow from the first live month straight from Ninjabot CRM.
38% of finished conversations had genuine interest and 42% of those were handed over to reps.
- Total conversations9 96727% completed in August
- Completed conversations2 73638% relevant enquiries
- Relevant enquiries1 04842% brought to booked slot
- Handed over to rep calendars444
- Ready opportunities in calendars
- 444Ready opportunities in calendars
- Relevant leads on record
- 1 048Relevant leads on record
- First-touch response rate
- ~25 %First-touch response rate
- Fully booked regional sales reps
- 15Fully booked regional sales reps
Data from an audited Ninjabot CRM export for August 2026. Messaging ran in a 7:00 to 19:00 window at up to 1,000 contacts a day.
The issue was not the offer. The issue was capacity.
Retrofits with state zero-interest loans sell readily. But whoever calls three months late finds homeowners who already signed elsewhere.
The database held thousands of homeowners interested in energy grants. Spreading outreach over six months would have gifted those deals to faster rivals.
15 reps spend their days on site surveys and closing deals in person. Cold calling would have stopped all active pipeline.
Training dozens of outside agents on subsidy criteria is slow, costly and prone to brand-damaging errors, only to dismantle the team right after.
Before launch, activity on the database was zero. A fast, scalable mechanism was required to qualify interest and deliver booked appointments.
An opportunity landing directly into the rep’s mobile calendar.
The Ninjabot AI rep in database warm-up mode took over all routine work: SMS outreach, instant subsidy QA, and geo-targeted routing.
SMS yields the highest consumer open rate. The agent replied in seconds, verifying retrofit interest and timelines.
Confirmed call slots landed into the territory rep’s calendar with phone number and the full transcript attached.
A shared routing sheet enabled the client to reassign regions between 15 reps on the fly without developer involvement.
Pace was dictated by sales team capacity, not technology.
We started at 1,000 contacts a day. Within days the client asked to dial down to 500: reps could not keep up with the volume of calls landing in their calendars. Mid-month messaging was even paused for 5 days so the team could work through backlog. Lead generation ceased being the bottleneck: sales rep handling capacity was.
Economics: Ninjabot vs external call centre vs in-house team.
Cost comparison for securing 444 qualified opportunities under specific subsidy rules.
| External call centre | Ninjabot AI obchodník | |
|---|---|---|
| Training on subsidy criteria | €2,900 to €4,300, 4 weeks prep | Included in setup, live in 14 days |
| Monthly operating cost | €17,000 to €24,000 in call fees | Monthly licence + SMS usage |
| Direct calendar handover | No, batch spreadsheet exports | Instant calendar events with full history |
| Lasting value after campaign | None, process stays with agency | In-house CRM & workflows stay yours |
Given the deal size of home energy retrofits, closing just a handful of deals out of 444 covers the entire investment.
Green Home Energy leadership feedback.
The thought of our 15 reps dialing 11,000 numbers in the evening was impossible. Ninjabot sent 444 ready prospects into our calendars in one month. We had to slow it down because our reps could not keep up with on-site surveys.
The biggest relief for our field reps is opening their phone in the morning and seeing ready calls. Phone number, address, and the complete chat transcript are right there. They call someone who already expects them.
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