Introduction
24/7
Enquiry Response Coverage
(including after hours and weekends)
Mins
Response Time Target
(now met on every enquiry)
3 → 1
Channels Unified Into One CRM
(web forms, live chat and WhatsApp)
%
Leads Logged Automatically
(zero manual CRM entry)
MCA Asesores Jurídicos y Financieros is an established Colombian law firm that has advised companies for over 40 years. The legal work was never the issue — the front door was. New enquiries arrived through three separate channels at all hours, with no single place to catch them.
By deploying a custom AI assistant across the website, the intake pipeline and WhatsApp Business, every enquiry is now greeted, qualified and filed automatically into HubSpot — turning a business-hours front desk into a system that runs around the clock.
The Challenge
Leads were arriving faster than anyone could answer them. A prospect who doesn’t hear back simply calls the next firm on the list — so this was never a marketing problem, it was a response problem.
Core Challenges:
- Three Separate Front Doors: Enquiries arrived by WhatsApp message, website form and Meta ad click, with no single inbox or owner to catch them.
- The After-Hours Blind Spot: The firm’s own under-5-minute response target was realistic during business hours and impossible at 9pm on a Saturday.
- Manual, Unreliable CRM Entry: Contacts were typed into the CRM by hand, if at all, leaving no dependable view of where any lead actually stood.
Key Goals & Objectives:
- Instant, Always-On Response: Greet and qualify every enquiry the second it arrives, regardless of the hour or the channel it came through.
- Automated Qualification & Routing: Run the firm’s own intake triage automatically — urgent matters to a lawyer, everyone else booked into a consultation.
- One Source of Truth: Consolidate all three channels into a single HubSpot pipeline with full visibility of every lead and its stage.
Our Strategy and Solution
Instead of asking a small team to watch three inboxes around the clock, we built one system that catches every enquiry, works out what it is, and moves it to the right place — across four connected touchpoints.
AI Chat Greeting & Qualification
The moment someone lands on the site, an AI assistant opens the conversation, asks what they need, captures their details once, and works out whether the matter is urgent — the same three-minute intake audit the firm would normally run by hand, executed instantly and 24/7.
Urgent Routing & Automated Booking
Automatic Contact & Deal Creation
Instant WhatsApp Response
Results and Impact
Round-the-Clock Coverage
Every visitor is greeted instantly, 24/7, including evenings and weekends when no one is at a desk.
Response Target Met Every Time
The firm’s under-5-minute goal is now automated rather than aspirational, so it never slips.
Every Lead Captured and Staged
100% of enquiries become a contact and a deal in the right pipeline stage, with zero manual data entry.
Three Channels, One Pipeline
Web forms, live chat and WhatsApp all land in HubSpot as a single source of truth.
A Real Speed Advantage
Same team, same phone number — but a prospect who reaches out at 9pm on a Saturday is greeted, qualified and booked before a competitor ever picks up.
Conclusion
This project demonstrates what true AI automation looks like: not just a chatbot, but a custom-built system that connects the tools a business already uses, applies its own qualifying logic, and runs without supervision.
By turning MCA’s front desk into an always-on intake engine, Boko gave a 40-year-old firm enterprise-grade responsiveness without adding headcount — a repeatable model for any service business losing leads to slow replies.
Are you losing leads simply because no one could answer them in time?
Let’s build smart, always-on automation designed specifically for how your business takes enquiries.
