See How This Actually Worked
Before | After | |
Revenue Generated | 5Cr/month | 6.25Cr/month |
Response Time | 30+ hours | Less than 10 minutes |
Time Saved | 25 hours per RFP | Less than 30 minutes |
About the Business
AirFlow is an HVAC manufacturer serving commercial and industrial clients, supplying heating, ventilation, and air conditioning systems for project-based requirements.
The Decision Journey
How an HVAC sales team moved from delayed responses to real-time RFP handling.
-
1
Enquiries were arriving, but responses were taking 30+ hours
As volume increased, response speed did not keep up. RFPs required technical interpretation before any response could begin. -
2
The delay was not in responding, but in preparing to respond
Each RFP triggered a manual sequence before a response could be sent. Read and interpret the RFP Map requirements to product specifications Validate feasibility and accuracy Draft and send the response A three-member team handled this across all inbound enquiries. Most of the time was spent understanding the request before responding. -
3
Response and qualification needed to happen before human effort
Every enquiry had to be acknowledged immediately. RFPs had to be qualified before reaching the team. Technical inputs had to be structured upfront. Respondly enabled this through automated qualification, real-time response, and structured escalation. -
4
Response became immediate, and handling became near-instant
Response time reduced from 30+ hours to under 10 minutes Time to handle one RFP reduced from 25 hours to under 30 minutes Revenue increased from 5Cr/month to 6.25Cr/month The team shifted from qualifying enquiries to closing deals.
What This Was Costing Them?
Delayed responses reduced the probability of conversion
Off-hours enquiries went unengaged until the next day
Senior SDRs spent most of their time on qualification instead of closing
In a competitive evaluation process, delay meant exclusion.
Respondly Framework
01
24/7 enquiry capture
Every incoming enquiry was captured and acknowledged immediately, regardless of the hour or time zone. No lead waited until morning.
02
Automated RFP qualification
The system assessed intent, answered technical product questions from approved documentation, and qualified leads in real time, accurately and without human involvement in routine interactions.
03
Intelligent escalation
Where complexity warranted human involvement, the system escalated passing the senior SDR a fully qualified lead and a complete record of every prior exchange.
Results
Time to first response
30+ hours > under 10 minutes
Off-hours lead coverage
0% > 100%
Senior SDR effectiveness
40% improvement
Enquiries qualified per month
30 > 100+
Leads lost to delayed response
Reduced by 70%
Deal cycle compressed by
35%
Cost of scaling
Zero additional headcount added
Founder's Note
"The system has completely transformed how we handle our inbound leads. Our Senior SDRs are now 40% more effective because the AI handles the heavy lifting of qualification. It has been an indispensable ally in our global growth journey." - Ashwani J, Founder, AirFlow
What This Revealed?
In the HVAC industry, an unanswered RFP is not a delayed conversation. It is a closed one. Buyers move on without telling you.
For small teams handling high-value, technically complex enquiries, the constraint is not capability. It is capacity. The same people who can close a deal cannot always be the ones who first respond to it.