Proof
What we've built, and who it was for.
One named client with their system on screen, and illustrative engagements drawn from work across our core verticals.
How a 200-Person Defense Contractor Increased Win Rate by 41%
The Challenge
A 200-person defense contractor was losing 60% of their capture team's time to manual compliance matrix population. Every RFP required hours of cross-referencing contract clauses, mapping requirements to past performance, and validating compliance language -- work that pulled senior capture managers away from strategy and relationship-building.
The bottleneck was severe enough that the team was passing on 40% of eligible RFPs simply because they didn't have the capacity to respond. Opportunities were slipping through the cracks, and the win rate had plateaued at 22% with no clear path to improvement.
Leadership knew the problem wasn't talent -- it was bandwidth. Their best people were buried in administrative work that, while critical, didn't require their expertise.
The Solution
PropelAI deployed an AI agent for first-pass compliance matrix population, pulling from a semantic clause library built from the contractor's historical proposals and contract vehicles. The system automated cross-reference checking against solicitation requirements and flagged gaps for human review rather than requiring line-by-line manual verification. The full deployment -- including clause library ingestion, workflow integration, and team training -- was completed in 6 weeks.
The Results
22% → 31%
Win Rate (+41%)
73%
Compliance Matrix Time Reduced
2x
RFP Capacity (Proposals Submitted)
$12M
New Contract Wins in 6 Months
We were losing 60% of our capture team's time to compliance matrices. PropelAI deployed an AI agent that handles first-pass matrix population -- our win rate jumped from 22% to 31% in two quarters.
Director of Capture
200-Person Defense Contractor
How a Regional Fleet Services Company Cut Windshield Time by 40%
The Challenge
A 60-truck regional fleet services company was hemorrhaging capacity to inefficient routing and manual dispatch. Dispatchers were spending 3+ hours every morning building the board by hand, slotting jobs based on gut feel and tribal knowledge rather than optimized sequencing.
The result: technicians were averaging 90 minutes of windshield time between jobs that should have been 15 minutes apart. The company was effectively paying two full technician-days per week for driving that produced zero revenue.
Worse, the manual process couldn't adapt in real time. When a job ran long or an emergency call came in, the entire board had to be rebuilt. Dispatchers were burning out, technicians were frustrated, and the company was leaving $20K+ per month on the table in lost capacity.
The Solution
PropelAI deployed an AI-powered dispatch optimization system that ingests job requirements, technician certifications, real-time traffic data, and historical job duration patterns to build and continuously re-optimize the daily board. The system handles dynamic rerouting when jobs run long or emergency calls come in, and feeds completed job data back into its models to improve future predictions. Full deployment -- including CRM integration, dispatcher training, and a 2-week parallel-run -- was completed in 5 weeks.
The Results
40%
Reduction in Windshield Time
2 days/wk
Technician Capacity Recovered
22%
More Jobs Completed Per Day
$240K
Annualized Revenue from Recovered Capacity
Our dispatchers were spending 3 hours a day on scheduling that should take 30 minutes. PropelAI's AI routing cut windshield time by 40% and freed two full technician-days per week.
VP of Operations
Regional Fleet Services Company
How a Commercial HVAC Company Captured $180K in New Revenue
The Challenge
A commercial HVAC company was missing 35% of inbound calls. With no after-hours coverage and a small office staff stretched thin during peak hours, potential customers were hitting voicemail and calling the next company on the list.
The revenue impact was staggering -- an estimated $15,000 per month in lost jobs from missed calls alone. Emergency service requests, new installation inquiries, and maintenance contract renewals were all falling through the cracks.
The owner was personally answering phones to fill the gaps, pulling himself away from estimating, crew management, and business development. The company was growing, but the operational infrastructure couldn't keep up.
The Solution
PropelAI deployed an AI receptionist with 24/7 call handling capability. The system handles intelligent job qualification -- distinguishing emergency calls from routine maintenance requests -- and routes dispatches accordingly. It integrates directly with the company's CRM to log every interaction and trigger automated follow-up sequences for quotes and estimates. The full deployment, including voice training and CRM integration, was completed in 3 weeks.
The Results
$180K
New Revenue in Q1
0%
Missed Calls (Down from 35%)
4.2x
ROI in First 90 Days
20 hrs/wk
Recovered for the Owner
Missed calls were costing us $15K/month in lost jobs. PropelAI's AI receptionist captures every lead now -- we booked $180K in new work the first quarter.
Owner
Commercial HVAC Company
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