BrainBots
Case Studies

Real systems. Real outcomes.

Detailed breakdowns of client engagements — the challenge, our approach, what we built, and the measurable results.

B2B sales pipeline
B2B sales pipeline
+340% qualified leads
Property ops automation
Property ops automation
18 hrs/week saved
Document processing
Document processing
92% faster review
12×
Avg. pipeline lift
4–6 wks
To first delivery
40+
Systems shipped
Autonomous B2B sales pipeline
B2B Services6-week engagement

Autonomous B2B sales pipeline

Client
Mid-market B2B services firm, 80 employees
Industry
Professional Services
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Challenge

SDR team was drowning in unqualified inbound leads. Average response time exceeded 24 hours, and reps spent 70% of their day on data entry and follow-up scheduling instead of closing.

Our approach

We ran a two-week discovery sprint to map the full lead-to-meeting workflow, then designed an event-driven agent architecture with human-in-the-loop for deals above a revenue threshold.

What we built

AI agent qualifies inbound leads against ICP criteria, enriches CRM records from external data sources, drafts personalized proposals, and books meetings directly on rep calendars — escalating only high-value opportunities.

12×
Pipeline volume
94%
Qualification accuracy
0
Human handoffs on standard leads
3
SDR roles reallocated to strategy
Technology
TypeScriptGPT-4-classPostgresTemporalSlackHubSpot

"BrainBots didn't just build us a chatbot — they rebuilt how our pipeline operates. We went from reactive to autonomous in six weeks."

James Chen
James Chen
VP Sales
RAG assistant on 50k internal documents
Enterprise8-week engagement

RAG assistant on 50k internal documents

Client
Enterprise operator team, 200+ users across 3 time zones
Industry
Financial Services
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Challenge

200+ operators were re-searching the same institutional knowledge daily. Internal tickets averaged 4-hour resolution times, and subject-matter experts were bottlenecked answering repeat questions.

Our approach

We audited document permissions, built a hybrid retrieval pipeline, and deployed an evaluator harness before any user-facing launch to ensure answer quality and citation accuracy.

What we built

RAG assistant with cited answers, role-based permissions, and an offline evaluation suite. Deployed behind SSO with full audit logging and SOC-2-aligned infrastructure.

89%
Ticket deflection
4.2s
Average response time
50k+
Documents indexed
200+
Active operators
Technology
PythonpgvectorOpenSearchReactAuth0AWS

"Our operators finally have one place to get accurate, cited answers. The deflection rate exceeded our most optimistic forecast."

Elena Rodriguez
Elena Rodriguez
Head of Operations
AI-powered real estate operations platform
Real Estate12-week engagement

AI-powered real estate operations platform

Client
Regional property portfolio, 1,200+ units
Industry
Property Management
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Challenge

Portfolio team managed listings, tenants, maintenance, and forecasting across 8 disconnected tools. Operators spent 40% of their week on manual data reconciliation and status updates.

Our approach

We mapped every cross-system workflow, designed a unified operator surface, and built agent orchestration to automate the highest-friction handoffs first.

What we built

Single operator dashboard with agents that unify listing management, tenant communications, maintenance routing, and revenue forecasting — with a native mobile experience for field teams.

8
Systems unified
40%
Ops time reclaimed
1,200+
Units managed
Native
Mobile experience
Technology
React NativeNodeKafkaSnowflakeMapboxTwilio

"We went from eight tabs and a spreadsheet to one surface our entire team actually wants to use. The ROI was obvious within the first month."

David Okonkwo
David Okonkwo
Director of Operations
Industries

Experience across sectors.

While every engagement is bespoke, we've delivered systems across these industries and more.

Healthcare

Healthcare

Real Estate

Real Estate

Finance

Finance

Enterprise

Enterprise

Our standard

We measure what matters to you.

Every engagement defines success metrics during discovery — not after launch when it's too late to benchmark.

Hours reclaimed per operator per week
Error rates and quality consistency
Response time and throughput improvements
Conversion lift and pipeline velocity
Cost per transaction before and after
Team satisfaction and adoption rates

Want results like these? Let's talk.

30-minute discovery call. We'll map your highest-impact opportunity and give you an honest assessment.