Case Study Examples

  • Client Profile:
    Regional company specializing in commercial kitchen hood cleaning and exhaust maintenance. 8 employees, serving restaurants and cafeterias across three states.

    Challenges:

    • Missed emergency calls during peak hours → 2–3 lost jobs per week.

    • Scheduling recurring cleanings manually led to missed NFPA 96 compliance deadlines.

    • Technicians spent hours handwriting service reports for inspectors.

    Stonehaven AI Solution:

    • AI receptionist captured every call and auto-booked jobs in real time.

    • Automated scheduling created quarterly recurring service visits + SMS reminders.

    • AI-generated compliance reports auto-sent to restaurant managers and fire marshals.

    Results:

    • Missed calls reduced by 80%, adding ~$12K/month in captured revenue.

    • Compliance report turnaround time cut from 7 days → instant delivery.

    • 18% increase in recurring service contracts.

  • Client Profile:
    Mid-sized grease trap pumping contractor, 12 service trucks covering a metro area. Clients include schools, hospitals, and quick-service restaurants.

    Challenges:

    • Dispatchers manually tracked trap cleaning intervals, leading to missed pickups.

    • Compliance manifests had to be faxed/emailed to municipalities, often late.

    • Invoices sent 3–5 days after service → delayed payments.

    Stonehaven AI Solution:

    • Automated CRM workflows tracked grease trap intervals and auto-scheduled service.

    • AI auto-generated compliance manifests and submitted them digitally to local wastewater authorities.

    • Invoices auto-sent within 2 hours of job completion, with payment reminders.

    Results:

    • On-time compliance improved from 68% → 97%.

    • Weekly admin time reduced by 12 hours.

    • Payments collected 25% faster, boosting monthly cash flow by ~$45K.

  • Client Profile:
    Regional fire protection company specializing in sprinkler system inspections and fire extinguisher servicing. ~4M annual revenue, 20 techs.

    Challenges:

    • Manual scheduling caused missed inspection renewals.

    • Field notes often incomplete, requiring rework on compliance packets.

    • Slow customer follow-up after inspections → lost upsell opportunities.

    Stonehaven AI Solution:

    • AI-driven inspection reminders auto-notified customers ahead of renewals.

    • Digital compliance packets auto-generated from technician notes and sent same day.

    • Automated follow-ups promoted extinguisher replacements and maintenance plans.

    Results:

    • On-time renewal compliance improved 31%.

    • Compliance packet turnaround time reduced from 5 days → same day.

    • $180K in upsell revenue added in 6 months.

  • Client Profile:
    Regional septic and drain maintenance company with 10 service trucks covering suburban and rural accounts. Clients include commercial kitchens, schools, and manufacturing facilities.

    Challenges:

    • Emergency calls after hours often went unanswered, leading to lost high-value jobs.

    • Service logs for municipalities tracked manually, creating compliance risks.

    • Scheduling recurring drain inspections was inconsistent, leading to backups and costly emergency visits.

    Stonehaven AI Solution:

    • AI call answering captured emergency requests 24/7 and dispatched to on-call techs.

    • Automated scheduling ensured recurring maintenance and inspection visits were never missed.

    • AI-generated compliance reports submitted directly to municipal authorities.

    Results:

    • 24/7 lead capture reduced missed emergencies by 76%, adding ~$20K/month in revenue.

    • Compliance reporting time cut from 15 hours/week → 1 hour/week.

    • Emergency callouts dropped 30% thanks to better recurring maintenance.

  • Client Profile:
    Specialty contractor servicing industrial kitchen equipment and boiler systems. 6 technicians, regional coverage for hotels, schools, and hospitals.

    Challenges:

    • Service contracts often renewed late due to manual follow-up.

    • Technicians relied on handwritten notes for inspections, slowing compliance reporting.

    • Lost upsell opportunities for maintenance plans and equipment replacements.

    Stonehaven AI Solution:

    • Automated contract renewal reminders sent directly to facility managers.

    • Digital inspection reports auto-generated and delivered same day.

    • AI-driven upsell triggers promoted replacement parts and extended warranties after each service.

    Results:

    • Renewal rates improved from 61% → 83% in six months.

    • Average invoice size increased 18% with bundled upsells.

    • Technician admin work reduced by 10+ hours per week.