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From 60% to 85% Show-Up Rate: How Automation Transformed Infinity Energy's Sales Pipeline

Key Results at a Glance:

By implementing a real-time automation workflow, solar installer Infinity Energy addressed critical inefficiencies in its sales process. The solution connected their dialer, CRM, email, and SMS systems, leading to:

  • An increase in appointment show-up rates from 60% to 85%.
  • A reduction of 10+ hours per week in manual administrative work.
  • Communication lag time cut from hours to mere seconds
  • A fully accurate, always up-to-date sales pipeline in their CRM.
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From 60% to 85% Show-Up Rate: How Automation Transformed Infinity Energy's Sales Pipeline

The Client & The Challenge

Infinity Energy, a leading solar energy installer, relies on an outbound call center using CallTools dialer software to set sales appointments. While effective at outreach, their process for handling set appointments was creating a leaky sales funnel.

Once an agent marked an appointment as “Set,” the workflow was entirely manual and dangerously slow. An agent or coordinator had to:

  • Manually create or update an opportunity in their Quickbase CRM.
  • Schedule the meeting and generate a Zoom link.
  • Draft and send a confirmation email to the prospect.
  • Assign the meeting to a sales representative.
  • Remember to send text reminders before the meeting.

This process was not only time-consuming but fraught with human error. The lag between the phone call and the prospect receiving a confirmation could stretch for hours, causing prospect interest to cool. Worse, missed data entry or forgotten reminders directly contributed to a high no-show rate, wasting valuable sales rep time and losing revenue opportunities. Infinity Energy needed a seamless, automated process to secure appointments and ensure prospects showed up.

From 60% to 85% Show-Up Rate: How Automation Transformed Infinity Energy's Sales Pipeline

Industry

Renewable Energy

Services

Workflow Automation

Business Type

Solar Energy Installation and Services

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The Automated Solution We Designed

We designed and implemented a multi-step automation using Make (formerly Integromat) to serve as the central hub connecting all their essential tools. The workflow completely eliminates manual work from the moment an appointment is booked.

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01

Instant Trigger

When a call agent dispositions a call as “Appointment Set” in CallTools, the software instantly sends a webhook with the prospect’s details and appointment time to the Make scenario.

02

Automated CRM Update

Make receives the data and connects to the Quickbase API. It searches for the prospect by phone or email and updates their record. If no record exists, it automatically creates a new “Opportunity” in Quickbase. The CRM is now perfectly in sync, with zero manual data entry.

03

Immediate Email & Calendar Invite

The scenario then triggers Mailchimp to send a personalized confirmation email. This email includes all appointment details, the sales rep’s name, and an attached calendar invite (.ICS file) with a pre-generated Zoom link.

04

Timely SMS Notifications

Simultaneously, the workflow uses an SMS gateway like Twilio to send an instant text confirmation (e.g., “Hi [Name], your appointment with Infinity Energy is set for [Date] at [Time]. Please check your email for the calendar invite.”). It then automatically schedules and sends reminder texts 24 hours and 1 hour before the meeting.

Tools & Services We Used

From 60% to 85% Show-Up Rate: How Automation Transformed Infinity Energy's Sales Pipeline
From 60% to 85% Show-Up Rate: How Automation Transformed Infinity Energy's Sales Pipeline
From 60% to 85% Show-Up Rate: How Automation Transformed Infinity Energy's Sales Pipeline
From 60% to 85% Show-Up Rate: How Automation Transformed Infinity Energy's Sales Pipeline
From 60% to 85% Show-Up Rate: How Automation Transformed Infinity Energy's Sales Pipeline
From 60% to 85% Show-Up Rate: How Automation Transformed Infinity Energy's Sales Pipeline

JoomDev helped InfinityEnergy to increase show-up rate from approximately 60% to a consistent 85%

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Results & Benefits

This end-to-end integration had a transformative impact on Infinity Energy’s sales operations, improving efficiency, professionalism, and most importantly, revenue opportunities.

By ensuring every prospect received immediate confirmation and timely, professional reminders, the appointment show-up rate climbed from approximately 60% to a consistent 85%. This single improvement meant dozens of additional sales presentations happened each month.

From 60% to 85% Show-Up Rate: How Automation Transformed Infinity Energy's Sales Pipeline

The automation eliminated 5-10 minutes of manual work per appointment. With dozens of appointments booked weekly, this saved the team over 10 hours of administrative work every week, allowing them to focus on higher-value activities like making more sales calls.

From 60% to 85% Show-Up Rate: How Automation Transformed Infinity Energy's Sales Pipeline

The delay between the call and confirmation was cut from hours to seconds. Prospects received a smooth, immediate confirmation, reinforcing their decision and building trust in the Infinity Energy brand.

From 60% to 85% Show-Up Rate: How Automation Transformed Infinity Energy's Sales Pipeline

With the CRM being updated automatically, managers could rely on Quickbase for a 100% accurate, real-time view of the sales pipeline, enabling better forecasting and performance tracking.

From 60% to 85% Show-Up Rate: How Automation Transformed Infinity Energy's Sales Pipeline

“Before this automation, our no-show rate was a constant drain on morale and revenue. Now, our sales reps can trust that when an appointment is booked, the prospect will show up. The increase from a 60% to an 85% attendance rate has been a game-changer for our bottom line. We’re not just saving time; we’re closing more deals.”

From 60% to 85% Show-Up Rate: How Automation Transformed Infinity Energy's Sales Pipeline

Jordan Baron

By strategically automating their appointment workflow, Infinity Energy plugged a significant leak in their sales funnel. The solution not only recovered countless hours of lost productivity but also directly increased the number of qualified sales meetings, maximizing the company’s ability to convert leads into customers and drive growth.

Do you want to grow your business as well. Lets schedule a free consultation call with us.

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