Case Study Agent AI - Volubus
See the results of implementing Agent AI for our client Volubus: automation of 85% of inquiries, saving hundreds of hours per month, reduction of qualification time to 1 minute, fivefold increase in leads handled and complete elimination of human error.
85% of queries qualified automatically
The AI agent automatically verifies and qualifies most queries without human intervention.
Saving 300 hours per month
Eliminating manual qualification of inquiries has freed up hundreds of hours of sales team time.
Reduce average stage time by 190x. From 53 hours to 17 minutes
A drastic reduction in the time it takes to qualify queries. Confirmation can be found below.
5x more leads handled per merchant
With automation, each salesman can handle five times as many leads.
Zero human error in query analysis
Eliminate confusion resulting from manual data analysis by humans.
The system works autonomously after 1 month
After a short deployment period, Agent AI operates completely on its own.
Imagine...
...That every lead in your company is qualified in seconds, instead of minutes or hours. That your salespeople only deal with valuable calls, rather than wasting time manually verifying inquiries.
85% of decision-making processes in sales are repetitive, schematic activities that do not require human creativity - but consume hundreds of hours per month.
What if you could automate 80-100% of routine decisions and:
- ✓ Handle 5× more leads without increasing the team
- ✓ Save 300 hours a month
- ✓ Eliminate human error and chaotic decisions
- ✓ Get a return on investment within a month
- ✓ Reducing the average stage time from 47h hours to 17min. AI works 24/7
This is exactly what Volubus has achieved with our Agent AI - and you can too.
ai revolution
Comparison of before and after
The numbers don't lie: a revolution in efficiency
Based on statistics in CRM Pipedrive, here is the effect of average time per step in the sales process. The AI agent automates the work, its every action is recorded, and the difference in efficiency is dramatic.
Problems of manual process
Operators must manually review each lead, leading to delays, errors and a significant burden on the team. Decisions are often subjective and inconsistent.
High personnel costs
Maintaining a team to handle leads generates significant operating costs. Each lead requires an average of 34 hours of work, which translates into a £165 processing cost.
WHY IT'S WORTH IT
The value from implementing Agent AI at Volubus
Automation of 100% of operational decisions
The AI agent takes over repetitive, manual decisions in sales and customer service - from qualifying inquiries to quoting and assigning leads. As a result, companies can handle 5x more inquiries without growing their team.
Immediate decision-making
The AI agent analyzes queries in real time, qualifying them and making decisions in 1-2 minutes, which in a standard process takes a human as long as 10-20 minutes per query. In addition, it works 24/7 rather than 8am-4pm.
Standardization and no errors in the process
With built-in rules and business logic, AI eliminates human error, ensuring that decisions are consistent and correct. All qualifications are transparent and recorded in the system, avoiding chaotic actions.
Integration with CRM and automated lead management
The AI agent automatically shifts leads in the CRM (e.g. Pipedrive, HubSpot, Airtable), recording the reasons for decisions and escalating cases that require human intervention. This makes the entire sales and customer service process run smoothly. The agent will also assign a salesman if he is unsure of a decision.
Saving 300+ hours per month
In the Volubus case study, Agent AI saved between 183 and 316 hours per month. On an annual basis, this adds up to more than 2,000 fewer hours of manual labor, which translates into huge savings and greater efficiency for the team.
Dashboard and process control
All of the AI Agent's decisions are monitored in the dashboard, giving you full control over the process and allowing for continuous improvement.
Scalability of the company without recruitment
AI agent takes over up to 100% of repetitive decisions, eliminating the need to hire new employees
Zero errors
The AI agent works according to rules, not the mood of the employee, ensuring repeatability and error-free performance
Flexible rules
You can change the rules or add new decisions at any time, adapting the process to your needs
Case Study Volubus - business context
Volubus has broken through the "growth ceiling" with Agent AI. The results? Automated handling of 85% of inquiries, freeing up 300 team hours per month, instant response in 1 minute (previously several hours), 5 times higher sales productivity and zero errors in the process.
Volubus customer business context
Volubus is an intermediary company in the organization of bus transportation, which collects applications from customers through the website. After receiving an application, employees verify the completeness of the information - if the data is missing, the application goes to the stage of completion, and if all the information is complete, the application is forwarded to the carriers, who can prepare an accurate quote for the service.
Manually managing this process with thousands of requests is unscalable, and the first stage of data verification is a critical bottleneck in the company's growth, significantly limiting its ability to expand and grow revenue.
Problem: Qualifying inquiries blocked sales
Each inquiry at Volubus required manual verification by the sales team, which resulted in:
- Highly time-consuming - an average of 11-19 minutes per query.
- Congestion in the sales process - inability to handle all requests quickly.
- Lack of standardization - each decision depended on individual evaluations of salespeople.
- The risk of human error - misqualifications led to problems in later stages.
- Lack of scalability - an increase in the number of inquiries meant that more people had to be hired.
- Risk of loss of knowledge - employee turnover meant loss of experience and the need for long-term induction of new people.
Challenge: Increase throughput of the first stage of the sales process
Solution: Automatic query qualification with Agent AI
The AI agent has taken over 100% of repetitive decisions in the query qualification process. The system operates autonomously and verifies each query in seconds, instead of 11-19 minutes.
How does Agent AI work in Volubus?
Transparency and full control
Not only does the AI agent automatically make decisions, but each of its actions is recorded in a dedicated dashboard, providing full control over the process.
What does the dashboard monitor?
Quality of decisions
Compares AI assessments with sales team decisions.
Accuracy and efficiency
It shows what percentage of AI decisions are in line with what a trader would do.
Errors and corrections
Identifies cases where human intervention was necessary.
History and decision logic
It allows you to trace every AI decision and its basis.
Benefits of the dashboard
Full transparency
At any time, you can check why the AI made a particular decision.
Auditability
If deviations occur, they can be quickly detected and corrected.
No "black box"
Each company has full control over AI, rather than blindly trusting its decisions.
Continuous optimization
The system learns from historical decisions, constantly improving.
AI agent before and after
The implementation of Agent AI in sales processes has yielded impressive results, reducing lead qualification time from 11-19 minutes to just 1-2 seconds, increasing the number of leads handled fivefold, saving 300 hours per month, eliminating human error, providing full system autonomy and complete transparency in monitoring decisions.
| METRICS | BEFORE AI | AFTER IMPLEMENTATION OF AI | CHANGE |
|---|---|---|---|
| Average time of the qualification stage | 3235 minutes | 17 minutes | 190x |
| Time to qualify the lead | 11-19 min | 1-2 seconds | -99% |
| Number of leads handled per merchant | 1x | 5x | +500% |
| Hours saved per month | 0h | 300h | ROI in 1 month |
| Human errors | High | 0 AI errors | Full standardization |
| Autonomy of the system | 0% | 100% after 1 month | AI acts on its own |
| Monitoring decisions in the dashboard | No | Full visibility and analysis | 100% transparency |
Customer recommendation
"After 18 months of working with the Sailes team, they have transformed our sales processes through AI-based automation. Their expertise has provided us with AI agents that accurately process incoming contracts, assess potential and create a digital production belt-type system for tasks previously performed manually.
The value is not just in cost savings - our business model now depends on their automation solutions. Their success comes from a long-term partnership approach. They function like internal team members, participating in our daily meetings, planning sessions and team events.
This integration not only creates a positive work culture, but produces exceptional business results."
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Process
What did the implementation look like?
Sailes and Volubus have been working together for a year, so the AI implementation project was carried out as part of a well-established business relationship.
Our consultants proposed a comprehensive solution to streamline the most time-consuming stage of the sales process - lead qualification.
The implementation proceeded from the MVP phase, through the full version with rules and dashboards, to the stabilization of the system, achieving significant savings in time and resources.
Identification of key sales bottleneck
A detailed analysis of the business process showed that lead qualification blocks the potential for scaling sales and consumes an average of 10 hours per week per sales person.
Process analysis
A detailed analysis of CRM data confirmed that the lead qualification stage was the most time-consuming and not very cost-effective. This stage blocked the possibility of increasing sales throughput without additional recruitment.
MVP - DEMO version
We implemented a pilot solution on a sample of 200 customer inquiries, achieving 87% efficiency in automatic qualification and saving 40 hours in the first week. ROI at this stage has already exceeded 50%.
Full Version
Then we took care of the full implementation: AI rules and decisions, dashboard with decisions and report, adding an AI Agent to perform activities in the Sales Process and record the result of CRM work
Stabilization
For the first 3 weeks, we monitored the performance of the AI Agent on the chart and effectiveness dashboard and corrected those decisions that needed correction.
Reimbursement of hundreds of hours per month
After 3 weeks, we clarified all the rules by which the AI Agent makes decisions.
Agent saves hundreds of hours and tens of thousands of zlotys every month.
Do you want to deploy an AI agent?
Contact us, we can help you employ AI in your company!
Write to us
Do you have questions or want to discuss how to implement such a project at your place?
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