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CASE STUDY — AI CHATBOT

How We Built an AI Sales Agent That Qualifies Leads and Books Calls 24/7

From a basic FAQ widget to an intelligent multi-tool AI assistant with lead scoring, ROI calculations, bilingual support, and instant alerts.

View Results
AI Tools Integrated
0
Lead Qualification
0 /7
Average Response Time
0 s
Challenge
The Strategy
The Tech
The Result

THE CHALLENGE

The Problem.

A consulting firm’s website had a basic chatbot widget. It could answer a few hardcoded FAQs, but it had no real intelligence. Visitors with genuine buying intent would land on the site after hours, ask a question, get a generic response, and leave. No lead captured. No follow-up. No booking.

The existing setup had several critical gaps:

  • No lead capture outside business hours. Potential clients disappeared.
  • Zero lead qualification. Every inquiry treated the same, hot or cold.
  • No way for visitors to self-book a consultation call.
  • Chatbot referenced a different company name. Still running on a template.
  • Greek-speaking visitors got English-only responses.

THE STRATEGY

The Proxima Strategy.

We replaced the template chatbot with an intelligent AI sales agent powered by Claude. Instead of just answering FAQs, the new system qualifies leads, calculates ROI, scores AI readiness, and books consultation calls automatically. Every interaction is logged and the sales team gets instant alerts.

The agent operates through a modular sub-workflow architecture. Each capability is a separate tool the AI can call based on the conversation context.

  • AI-powered lead qualification with smart conversation flows.
  • Automated call booking with Google Calendar integration.
  • Built-in ROI calculator that shows prospects their potential savings.
  • AI readiness mini-assessment to qualify and engage leads.
  • Bilingual support. Greek visitors get Greek responses automatically.
  • Real-time email and Google Chat alerts on every new lead.

THE TECH

How We Built It

01

AI Agent Core

Claude Sonnet 4.5 powers the main agent with guardrails for security, jailbreak detection, and content filtering. A knowledge base tool gives it access to all service information.

02

Booking Engine

A sub-workflow collects lead details, logs them to a dedicated Google Sheet, sends instant email and Google Chat alerts to the team, then returns the Google Calendar booking link.

03

Lead Intelligence

Two assessment tools score leads in real time. The ROI Calculator shows potential savings. The AI Readiness Assessment evaluates operational maturity. Both drive conversions.

HOW WE DID IT

Our Approach

STEP 01

Audit

We analyzed the existing chatbot setup, mapped the conversation dead-ends, identified the template leftovers, and catalogued every missed lead opportunity.

STEP 02

Architecture

We designed a modular multi-tool AI agent. Each capability (booking, assessment, ROI, knowledge) is an independent sub-workflow the agent calls on demand.

STEP 03

Build & Wire

We built 4 n8n workflows, connected them to Claude AI, Google Sheets, Google Calendar, SMTP, and Google Chat. Every tool was tested end-to-end.

STEP 04

Deploy & Verify

We ran full conversation simulations. Tested Greek, tested guardrails, verified sheet writes, confirmed email and chat alerts fire correctly.

THE RESULTS

Measurable Impact From Day One

Integrated AI Tools
0
Automated Lead Capture
0 %
Missed After-Hours Leads
0
Implementation Time
0 days

“The chatbot went from a dead FAQ widget to an AI sales agent that qualifies leads, calculates ROI, and books calls. All while we sleep.”

ADAM THANOS, CEO — PROXIMA CONSULTING

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Let’s talk about how an AI chatbot can qualify your leads, book calls, and work for you 24/7.

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