The challenge
A Bangalore B2B coaching agency was spending Rs 9 lakh a month on Meta and LinkedIn ads with a healthy cost-per-lead but a leaking funnel below the click. Form fills sat in HubSpot for 52 hours on average. Discovery calls were missed because the coach was double-booked. Most of the ad spend was effectively a tax paid to faster competitors.
How we deployed
- Wired every Meta lead form, LinkedIn lead-gen and landing-page submission into one HubSpot pipeline.
- Deployed a Twilio-based AI voice agent that called every form fill within 60 seconds, qualified BANT in 4 questions and dropped serious leads onto the coach Calendly.
- Rebuilt the discovery-call workflow with reminder sequences at T-24h, T-2h and T-15min on WhatsApp Business.
- Stood up server-side attribution so every closed deal traced back to creative, channel and ad set.
- Enforced a 72-hour creative cull rule based on cost-per-booked-call, not cost-per-lead.
What changed
- Median response time fell from 52 hours to 47 seconds.
- Discovery-call show rate climbed from 41% to 79%.
- Close rate moved from 4% to 18% across two reporting quarters.
- Revenue per ad-rupee lifted 4.5x with no change to creative or media spend.
- Payback against the full deployment fee landed on day 11.
"I was three days away from firing my media buyer. Turned out the buyer was fine — the funnel under her was the leak. We fixed the plumbing and the same ads started printing."
— Founder · B2B Coaching Agency