L-01
Missed calls
Lines ring out at lunch, during busy hours, or when the front desk is with someone in person. Most callers don't leave a message. They call the next name on the list.
●Growth operations for lead-driven businesses
You already pay for the leads. Too many never get a call back.
Missed calls, slow callbacks, web forms nobody works, inquiries that land after hours. We find exactly where your intake leaks revenue, then build and run the fix, so more of the leads you already pay for become booked appointments and jobs.
Built for founder-led businesses doing $5M–$100M that live on inbound leads: dental and orthodontic groups, med spas and dermatology, specialty health, home services, and intake-heavy law firms.
Leak trace · one paid leadIllustrative
- 6:42 PMNew inquiry calls from a paid search adRings out after hours · voicemail
- 6:49 PMSame person fills out the website formLands in a shared inbox · no reply
- +19 hrsFirst callback attempt from the front deskNo answer · no second attempt
- +3 daysNo follow-up logged anywhereClosed as “no response”
Paid for
Yes
Booked
No
In reports
Never
Illustrative composite of a common pattern. Not a specific business.
01Where leads leak
It's rarely a marketing problem. It's what happens after someone reaches out.
Growing businesses add locations, ad spend and staff. Intake usually doesn't keep up. These are the six places we see revenue slip most often, and none of them show up on a marketing dashboard.
L-02
Slow callbacks
A callback the next afternoon reaches someone who has already booked elsewhere. Interest fades in hours, not days.
L-03
Web forms nobody works
Forms land in a shared inbox that three people check and nobody owns. No instant reply, no assigned owner, no clock running.
L-04
After-hours inquiries
Ads keep running at night and on weekends. The phones don't get answered. Those clicks are paid for and then left waiting until Monday.
L-05
No follow-up on “not yet”
People who asked about pricing or availability but didn't book get one attempt, then silence. That's often the largest pool of recoverable revenue.
L-06
No call tracking
Every source rings the same number, so nobody can tell which ads produce booked appointments or how many calls went unanswered.
~7×
Firms that tried to reach a lead within an hour were nearly seven times as likely to qualify it as those that waited even one hour longer.
42 hrs
Average response time to a web inquiry, among the companies that responded at all.
23%
Share of companies that never responded to the inquiry at all.
Source: Oldroyd, McElheran & Elkington, “The Short Life of Online Sales Leads”, Harvard Business Review, March 2011. Based on an audit of 2,241 U.S. companies and a separate study of 1.25 million leads. Cited for direction, not as a forecast for your business.
02The Bottleneck Audit
We measure your intake the way a new customer experiences it.
Before anything gets built, we find out what actually happens to your leads today: how fast they're answered, where they stall, and what that costs. Fixed fee, fixed scope, and the findings are yours either way.
Scoped to you
Fixed fee
Quoted after the first call, once we understand your business. Agreed before any work starts.
- STEP 01
Test from the outside
We contact you the way prospects do: calls at busy hours and after close, web forms, messages. Then we time what happens.
- STEP 02
Look at the real numbers
With your permission and read-only access, we review call logs, form submissions and booking data to measure answer rates, response times and follow-up.
- STEP 03
Map and price the leaks
Each leak gets an estimated dollar value based on your own volume and booking value, then ranked by what it's worth and what it takes to fix.
- STEP 04
Walk through the plan
A working session with you and whoever runs operations. What to fix first, what it costs, and what it should return. No obligation to continue.
03What you get
A clear, written answer to “where are we losing leads, and what is it worth?”
- Leak mapEvery point where an inquiry can stall, from first ring to booked appointment, with what we observed at each one.
- Speed-to-lead scorecardAnswer rate, time to first response, and follow-up attempts, by channel and by hour of day.
- Dollar estimate per leakConservative, calculated from your volume and booking value, with the assumptions written out so your team can check them.
- Prioritized fix planWhat to build, in what order, the cost of each piece, and what it should return. Usable with us, another vendor, or your own team.
Finding 03 of 07Format example
After-hours calls go to a general voicemail
ObservedTest calls placed after 6 PM on two weeknights rang to voicemail. No text-back. The web form sent no confirmation and got a reply the next afternoon.
Why it mattersPaid search runs until 10 PM, so a share of paid clicks arrive when nobody can answer them.
Est. impactCalculated in the real report from your call logs and average booking value.
FixInstant text-back on missed calls, after-hours answering that books or hands off, and a morning callback queue with an owner.
PriorityHighBuild effort: low
A composite example showing the report format. Not a real client's findings.
04Build + Run
Then we build the fix, and we keep running it.
We don't hand you software and leave. We set the systems up around the phone system and tools you already use, watch them every week, and adjust them as your volume grows.
Missed-call recovery
Every missed call gets a text back within a minute and a place in the callback queue, so nobody falls through.
Speed-to-lead on forms
Web and ad-form inquiries get an immediate, personal reply and are routed to the right person with a clock running.
After-hours coverage
Nights and weekends get answered, qualified and booked, or handed to your team first thing in the morning.
Follow-up that actually happens
Inquiries that didn't book get a sensible sequence of follow-ups across text, email and phone, until they book or opt out.
Call tracking & attribution
See which ads and sources produce booked appointments, not just calls, so ad budget follows what's working.
A weekly one-page report
Inquiries in, answered, response time, booked, by source. The numbers that show whether the fix is holding.
Where AI fits: behind the scenes. We use it where it's faster and more reliable than a person, like replying in seconds at 9 PM, and hand off to your staff the moment a person should take over. Your patients and customers just notice that someone got back to them.
05How we work together
Start with a conversation. Get an offer built for your business.
There are no packages or price lists. We learn how your business runs first, then put together a proposal and price that fit it.
Step 1
15-minute call
A short conversation about how leads come in today and whether we're the right people to help.
- Where your leads come from
- How intake is staffed today
- A straight answer on fit
Step 2
Bottleneck Audit
We test, measure and price every leak in your intake, then hand you a prioritized fix plan.
- Outside-in testing of every channel
- Review of call, form and booking data
- Dollar estimate for each leak
- Written fix plan you keep
Step 3
A custom proposal
If we both decide to work together, you get an offer built around your business: what we'll build and run, the timeline, and a price that fits your size and goals.
- Scope drawn from your audit findings
- Priced for your business, not from a rate card
- Built and run by us, reported on weekly
The audit stands on its own. If the numbers don't justify building anything, we'll say so, and the findings are still yours.
06Who it's for
A good fit for a specific kind of business.
A strong fit if you are
- Founder-led, with one owner or CEO who can make the call
- Doing roughly $5M–$100M in annual revenue
- Lead-intensive: new business arrives by phone, web form or ad inquiry
- Already spending real money on ads, front-desk or sales staff
Dental & orthodonticsMed spa & dermatologySpecialty health, PT & fertilityHVAC, plumbing, pest & roofingPersonal injury & intake-heavy law
Probably not a fit if you are
- A solo operator or a business under a few million in revenue
- An enterprise that buys through procurement and committees
- Looking for more leads rather than converting the ones you have
- Looking for software to install and run yourselves
07Leak estimator
A rough, conservative look at what slow follow-up might cost you.
Put in your own numbers. The math is shown step by step below. It's an estimate, not a promise. The audit replaces every assumption here with measured data.
Estimated revenue slipping away
$5,400 / month
About $64,800 a year, from inquiries you already pay to generate.
- Inquiries leaking each month60
- Realistically recoverable15
- Extra bookings per month4.5
- × value per new customer$1,200
Illustrative estimate based only on the inputs above. Inquiries × share leaking × share recoverable × booking rate × value. Not a quote, forecast or guarantee of results.
08Questions
Straight answers.
Anything not covered here, ask on the call or write to [email protected].
Do you have case studies or client results?
Not yet, and we won't put invented logos or numbers on this page. We're a young firm. What we can show you is the method: on the call we'll walk through exactly what we'd test at your business, and the audit puts real numbers on it before you commit to anything larger.
Why is the audit paid?
Because it's real work: testing your channels, reviewing your data and pricing each leak. A paid audit also means the findings are written for you, not as a sales pitch. If it shows nothing worth fixing, we'll tell you so.
Does this replace our front desk or intake team?
No. It takes the repetitive, time-sensitive work off their plate, like the instant reply, the missed-call text and the third follow-up, so they spend their time with people who are ready to book.
Will it work with our phone system and software?
We build around what you already run: your phone system, practice-management or field-service software, and CRM. We confirm what connects during the audit, before you agree to any build.
We're a healthcare practice. What about patient data and HIPAA?
Raise it on the first call. We scope every build to the minimum data it needs, and we work through your compliance requirements with you before anything touches patient information.
How is pricing set?
Around your business. After the first call we quote a fixed fee for the audit, agreed before any work starts. If we decide to keep working together, the proposal is built from what the audit found and priced to fit your size and goals.
What does “AI” actually do here?
Mostly the unglamorous parts: replying instantly at any hour, routing inquiries to the right person, sending follow-ups on schedule, and logging every step. People handle the conversations that need a person.
Ayaan PraslaFounder, Optimus Advisory
[email protected]
09A note from the founder
Most growing businesses I look at don't have a lead problem. They pay for plenty of leads. The gap is between the moment someone reaches out and the moment someone on the team actually responds, and nobody owns that gap.
It's rarely anyone's fault. The front desk is busy with the people in front of them. The call comes in at 6:40 PM. The form goes to an inbox everyone can see and nobody answers. Each of those is an inquiry the business already paid for.
Optimus Advisory exists to own that gap: measure it honestly, fix it with systems that work at any hour, and keep them running so it stays fixed. I'd rather show you what we'd test than tell you what we've done. If that sounds useful, book fifteen minutes.
— Ayaan
●Next step
Find out how many of your leads are slipping away.
Fifteen minutes on the phone. We'll ask how leads come in and how they're handled, and tell you honestly whether an audit is worth it.