Executive Summary
Verde Valley Marketing, a Phoenix-based digital marketing agency, automated client onboarding, proposal generation, and discovery calls using AI agents. Founder Sarah Chen redirected saved time to high-value strategy work, enabling the agency to take on 40% more clients without hiring.
- 18 hours/week saved on admin and onboarding
- Automated discovery call scheduling and prep
- AI-generated proposal drafts from intake forms
- 40% client capacity increase without new hires
- Client satisfaction: 8.1 → 9.3/10
- ROI: 290% in 90 days
The Challenge
Verde Valley Marketing was growing fast but hitting capacity limits:
- Client Onboarding: 4-6 hours per new client (intake forms, discovery calls, proposals)
- Proposal Generation: 2-3 hours per proposal (research, writing, formatting)
- Discovery Calls: 1 hour each + 30 minutes prep
- Admin Overhead: 18 hours/week on non-billable work
- Capacity Constraint: Couldn't take on more clients without hiring
The Solution
TKC deployed AI agents to automate the entire client lifecycle:
1. Executive Agent (Intake & Onboarding)
- Processes contact form submissions
- Sends welcome email within 60 seconds
- Schedules discovery calls automatically
- Prepares discovery call briefs
2. Sales Agent (Proposal Generation)
- Generates proposal drafts from intake forms
- Includes relevant case studies and pricing
- Formats professionally
- Sends for Sarah's review and approval
3. Marketing Agent (Client Communication)
- Handles routine client questions
- Sends project updates
- Manages follow-ups
The Results
Time Savings
- Client Onboarding: 4-6 hours → 30 minutes (Sarah reviews AI-generated materials)
- Proposal Generation: 2-3 hours → 15 minutes (Sarah edits AI drafts)
- Discovery Call Prep: 30 minutes → 5 minutes (AI generates brief)
- Total Saved: 18 hours/week
Business Impact
- Client Capacity: 10 clients → 14 clients (+40%)
- Revenue: $50,000/month → $70,000/month (+40%)
- Client Satisfaction: 8.1/10 → 9.3/10
- Proposal Win Rate: 45% → 58%
Financial Summary
- Additional Revenue: $20,000/month × 3 months = $60,000
- Time Saved Value: 18 hrs/week × $150/hour × 13 weeks = $35,100
- Total Value: $95,100
- TKC Cost: $1,497/month × 3 months = $4,491
- ROI: 2,019% ($95,100 / $4,491)
Key Success Factors
1. Automated Proposal Generation
AI generates proposal drafts from intake forms, including relevant case studies and pricing. Sarah reviews and edits (15 minutes vs. 2-3 hours).
2. Discovery Call Automation
Agent schedules calls, sends reminders, and generates briefs with client background and talking points.
3. Client Communication
Agent handles routine questions, freeing Sarah to focus on strategy and high-value work.
Conclusion
Verde Valley Marketing's success shows how AI agents can help agencies scale without hiring, improving both capacity and client satisfaction.
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