Luxury Landscaping · United States

ITS Landscape Design

'Elliot' — a white-glove AI coordinator for a boutique landscaping firm

The owner was stuck in a success trap: the more projects he won, the less time he had to answer the phone. Five-figure contracts were lost to voicemail. We deployed Elliot, a warm Southern-Gentleman AI coordinator who pre-sells the brand before the first stone is laid.

VAPI
Southern Gentleman persona
Hospitality Intake

Near zero

No-show rate (was 1 in 5)

15+ hrs

Reclaimed by the owner each week

100%

Verified data accuracy

The challenge

What wasn't working

Voicemail and generic call centres felt 'budget' — making it harder to justify premium pricing.
Owner spent evenings playing phone tag for basic details like zip codes or project type.
45-minute drives to locked-gate properties were costing hundreds of dollars a week in lost labour and fuel.

The solution

What we built

Hospitality-Driven Intake

Calm, professional greeting; guides callers through discovery for hardscaping, irrigation, or full redesigns. Elliot classifies the project so the owner arrives prepared to close.

Zero-Leak Accuracy Protocol

Verifies phone numbers and spells back email addresses letter-by-letter to prevent CRM typos.

Dual-Sided Reminder Loop

Both homeowner and owner receive automated nudges 24 hours and 1 hour before the meeting, with a full project brief sent to the owner's mobile including a clickable map link.

The results

What changed

Operates with the administrative power of a much larger firm
Owner reclaimed 15+ hours per week of personal time and travel efficiency
No-show rate virtually eliminated
Customers regularly comment on how professional the intake felt — before meeting the team

Metric	Before	After
Response speed	2–8 hours (voicemail)	Instant (24/7)
Data accuracy	72% (manual typos)	100% (verified)
No-show rate	1 in 5 consultations	Near zero
Owner admin time	15+ hours / week	0 (fully hands-off)