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AI Case Study: Sales Chatbot for Consultants

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ActivDev

Customer issue

Customer Success Story: How a Consultant transformed his website into a 24/7 "Intelligent Sales Representative

Customer issue

An independent consultant came to us with a classic challenge. He had a professional, sober and elegant showcase site. But like many, he had a major weakness: his only means of contact was a classic form.

And like other independents in his situation, he was faced with a frustrating reality:

  • Very few contacts : A form is passive and not very engaging.

  • No reactivity: With no immediate response, prospects moved on.

  • Zero qualification: He spent precious time answering unqualified onlookers.

  • Missed opportunities: His most important "commercial" - his website - was simply closed outside office hours or when he was in a meeting.

Context

As a freelancer, he wanted to save time without any loss of exchange quality:

  • Be more responsive, without being glued to your e-mails

  • Filtering serious requests

  • And above all: automate the booking of qualified appointmentsfrictionless

But without a support team or complicated tools, he needed a simple, customized and effective solution.

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Identified challenges

  • Passive, non-interactive site

  • Unqualified prospects asked the same questions over and over again

  • Time-consuming, manual appointment scheduling

  • Loss of opportunities outside office hours

Work carried out by ActivDev

What we have put in place

 1. A customized 100 % chatbot widget

The website now includes a custom chatbotaligned with :

  • Consultant branding (colors, tone, photo, etc.)

  • Its business, its offers, its values

This chatbot is connected to a AI agent controlled from n8nwhich handles all conversational logic.

 2. An intelligent, connected AI agent

The AI agent is able to :

  • Answer questions on offers, rates, operation, etc.

  • Read the website the consultant to retrieve or check information

  • Never invent or make mistakes: everything is verified or based on an accurate company memory.

  • Qualify the prospect by asking the right questions

  • Access the consultant's Google Calendar

  • Suggest an appointment slot automatically

  • Create and send a invitation with Google Meet link in the right format

Available 24 hours a day, 7 days a weekIt transforms every visitor into an opportunity, without human intervention.

Tools used

  • n8n to orchestrate the entire AI agent back-end

  • OpenAI to manage responses, understand needs, interact intelligently

  • Web Scraper + RAG modules for the agent to read and check site information in real time

  • Google Calendar API to access the consultant's availability and automatically schedule an appointment

  • Gmail API for send invitation with the Google Meet link

  • Custom chatbot widget installed on site, with the customer's branding, tone and style

 

Results

✅ +40 % of qualified appointments via the
✅ Zero manual tasks for the consultant
✅ An image more modern and professional
✅ Better prepared prospects who arrive at appointments with the right information
✅ A website that works 24/7even when the consultant is not available.

Results

+40% more client appointments