Case study · Heating & Renewables

HeatGlow: AI Lead Vetting & Qualification Flow

A Cardiff heating installer was treating every website enquiry the same way. Serious customers were waiting 48 hours while the team chased time-wasters. We built the AI filter that changed that.

Overview

HeatGlow is a Cardiff-based heating, boiler and renewable installation business. Their website was generating consistent enquiry volume, but the quality was uneven and the team was paying the price.

The operational problem

Every website enquiry was landing in a shared inbox and being treated equally. The sales team was spending equal time on serious quote requests and on enquiries with no postcode, no fuel type and no budget.

Serious enquiries were waiting 48 hours or more for a first response while the team worked through the backlog. Two competitors in the same area were quoting same-day. An estimated 40 percent of enquiry-handling time was being spent on leads that would never convert.

What Calon AI built

Calon AI built a multi-step vetting and qualification flow on the website that captures the data needed to score every enquiry before it reaches the inbox. Qualified leads route straight to the sales pipeline with full context attached.

Unqualified leads receive an automated, helpful response with the data they need to come back properly. The sales team only ever sees enquiries worth their time, and the director gets a daily lead quality report.

Results

• First-response time on qualified leads dropped from 48 hours to under 2 hours
• Approximately 2.5x increase in booked quote visits per week
• 40 percent reduction in time spent on unqualified enquiries
• Sales team now working a pipeline of real opportunities, not a backlog of noise
• Full visibility for the director on lead quality trends by source

“We were losing serious customers to competitors who responded faster, while my team was busy with people who were never going to buy. Calon AI built the filter that fixed it. We now respond in under two hours to the leads that matter.”

Gareth Jones, HeatGlow