Are these results typical?

Results depend on industry, location, visit volume, and average visit value. This practice had 200 monthly visits at €115 each. A smaller business will see proportionally smaller results, but ROI is positive even at 50 monthly visits with the LITE package.

How long did deployment take?

12 days from contract to launch. From the practice, we needed 2 hours for an onboarding call. Our team handled the rest. The system was earning from day one after launch.

Why did the practice choose SYSTEM instead of LITE?

The owner wanted to cover all channels at once. At 200 monthly visits, the scale justified the €1,150 investment. A business with 50-100 visits could start with LITE (€350) and expand as it grows.

What if my business is in a different industry?

The mechanism is identical. Beauty salon, law firm, auto service, physiotherapy. Visit value and communication specifics differ, but the problem is the same: missed calls, slow responses, lack of reviews, inactive database.

How can I check these numbers with my data?

The website calculator gives a quick estimate. A free consultation (30 minutes) provides a deeper analysis with concrete numbers tailored to your business.

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Case Study2026-03-218 min

Case Study: Dental Practice - Results After 90 Days of Automation

A dental practice in a city of 100-200 thousand residents. Two receptionists, 200 monthly visits, average visit value €115. The owner knew they were losing calls and patients. Didn't know how many. After 90 days with Cold to Close, the answer was clear: €22,500 in recovered revenue on an investment of €4,025.

Sławomir Kwaśny

Cold to Close

460%

ROI in 90 days

Starting point: what we found

The practice had been operating for 8 years. Two receptionists in shifts (8 AM - 5 PM, Monday-Friday, Saturday until 1 PM). Four dentists, two chairs. Google Maps profile with 30 reviews averaging 4.1. Website with 600 monthly visitors and a contact form.

At first glance, everything worked fine. The practice had patients, reception answered phones, the website looked professional. The problem was hiding in numbers nobody was measuring.

●Missed calls: 60 monthly. Peak times: 12-2 PM (rush hour) and after 5 PM (closed, patients planning after work)
●Online inquiry response time: average "next business day." 15 monthly inquiries, roughly 10 going to faster-responding competitors
●Google reviews: 30 reviews, average 4.1. Competition: 120-200 reviews averaging 4.5-4.8. Practice outside top 3 local pack
●Patient database: 800 patients, 320 (40%) inactive over 6 months. Zero reactivation
●Website: 600 visitors, 1.2% conversion (7 contacts)
●No-show rate: 18% (36 empty slots monthly). No reminder system

~€7,950/mo.

estimated monthly losses before deployment

What we deployed: SYSTEM package

The practice chose the SYSTEM package (€1,150 net/mo.) with a one-time setup fee of €575. Deployment took 12 days. From the practice, we needed 2 hours for an onboarding call (pricing, services, FAQ, booking rules) and calendar access.

●Missed call SMS: automatic message within 2 minutes
●Appointment reminders: SMS 24 hours and 2 hours before each visit
●Google Review Agent: rating request 1 hour post-visit with sentiment filter
●24/7 inquiry handling: agent for forms, Messenger, and SMS within one minute
●Database reactivation: segmentation of 320 inactive patients, personalized SMS sequences
●Website AI chat: widget initiating conversation, booking appointments 24/7

Month 1: first results

Missed calls: 60 missed. System sent SMS to each. 28 patients booked via SMS link (47% conversion). Previously, the practice called back "when free" with under 20% conversion. 28 × €115 = €3,200.

No-shows: dropped from 18% to 12%. 13 recovered visits (including 5 patients who canceled via link, freeing slots for the waitlist). 13 × €115 = €1,500.

Google reviews: 37 new reviews from 185 visits (20% conversion). New review average: 4.8. Overall average rose from 4.1 to 4.3. From 30 to 67 reviews. 6 patients rated 3 or below - feedback went to the owner, not Google.

Online inquiries: 15 inquiries, 12 handled by agent (3 needed dentist contact). 7 new bookings. 7 × €115 = €800.

~€5,500

additional revenue in month 1 (48 recovered visits)

Cost: €1,150 (subscription) + €575 (setup) = €1,725. Month 1 net profit: €3,800.

Calculate with your own data

Month 2: reactivation and chat enter the game

Database reactivation: first campaign to 3-6 month segment (160 patients). Personalized SMS: "Your last checkup was 5 months ago. Time for a review?" 160 sent, 10 bookings (6.3% conversion). 10 × €115 = €1,150.

Website AI chat: 600 visitors, 78 conversations (13% engagement). 19 bookings from chat. Site conversion rose from 1.2% to 3.2%. 6 additional net visits. 6 × €115 = €700.

Google reviews: 35 more reviews. Total 102. Average 4.4. Practice entered top 3 local pack. 8 additional visits from better visibility. 8 × €115 = €920.

~€8,300

additional revenue in month 2 (72 recovered visits)

Cost: €1,150. Month 2 net profit: €7,150.

Month 3: full power

Google reviews: 137 total, average 4.5. Stable top 3 local pack. Google Maps traffic up 18%. 12 additional visits.

Reactivation: 6-12 month segment (120 patients, 4.2% conversion = 5 patients) + ongoing 3-6 month monitoring (4 additional). No-show dropped to 9%. 14 recovered visits.

~€8,750

additional revenue in month 3 (76 recovered visits)

Cost: €1,150. Month 3 net profit: €7,600.

90-day summary

Total additional revenue: ~€22,500. Total cost: ~€4,025. Net profit: ~€18,500. ROI: 460%.

460%

90-day ROI (€18,500 profit on €4,025 investment)

●Google reviews: from 30 (avg 4.1) to 137 (avg 4.5)
●Google Maps position: from outside top 3 to stable top 3
●Response time: from "next business day" to under 60 seconds
●No-show rate: from 18% to 9%
●Reactivated patients: from 0 to 24

What the owner said

“The biggest surprise wasn't the revenue. The biggest surprise was how many calls we were losing without knowing. 60 missed monthly, and we thought we had a problem with five or six.”

“Second surprise was reviews. We had 30 reviews over 8 years. After 3 months with the system, we have 137. Patients wanted to leave reviews, nobody was asking them.”

“Third: reactivation. 320 people in the database that nobody contacted. 24 came back after one text. They were our patients, we didn't need to find them.”

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What do your numbers look like?

This practice had 200 monthly visits at €115 per visit. Your parameters may differ. But the mechanism is identical: missed calls, slow responses, lack of reviews, inactive database.

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