Background

Manny operates a healthcare billing service tailored specifically for dental offices, helping them reduce paperwork and administrative stress. Before working with Conversionly, Manny struggled with low lead flow, poor conversion rates from discovery calls to sign-ups, and a lack of structured follow-up processes—especially for no-shows. These challenges resulted in inconsistent sales and missed revenue opportunities.

Manny’s primary goal was to bring more qualified appointments onto the sales calendar while improving efficiency in lead nurturing and follow-ups.

Challenges & Goals

Before implementing Conversionly’s system, Manny’s business faced several critical bottlenecks:

• Inconsistent Lead Flow – The business was struggling to attract a steady stream of new prospects. Lead generation efforts were expensive, with a cost per lead (CPL) of $150, making scaling difficult.

• Low Conversion Rates – Discovery calls were not converting into paying clients at a high enough rate, limiting revenue potential.

• Lack of Follow-Up Systems – There was no structured follow-up process for prospects who showed initial interest but didn’t book an appointment or those who failed to attend scheduled calls.

• Scaling Barriers – With inefficient lead acquisition and conversion processes, the business was unable to grow predictably.

The goal was to optimize lead generation, improve conversion rates, and implement a structured follow-up system to maximize booked appointments and closed deals.

Process & Strategy

To address these challenges, Conversionly implemented a proven “Lead to Close” system tailored to Manny’s business model. The strategy focused on:

1. Optimizing Paid Ad Strategy & Lead Forms

• Instead of relying on traditional marketing methods, we launched a highly targeted ad campaign aimed at attracting dental offices that needed billing support.

• Leveraged lead forms to collect contact information directly from ads, reducing friction and improving lead volume at a significantly lower cost.

• Implemented ad creatives and messaging that resonated with dental professionals, highlighting the pain points of paperwork overload and the benefits of streamlined billing.

2. Improving Lead Quality & Appointment Booking Rates

• Shifted from a broad lead generation approach to hyper-targeted advertising, ensuring that only high-intent prospects were entering the pipeline.

• Introduced a structured appointment booking funnel, allowing prospects to self-schedule discovery calls while filtering out unqualified leads.

• Implemented strategic qualification questions on lead forms to pre-screen prospects before they booked a call.

3. Implementing a Follow-Up & No-Show Recovery System

• Developed an automated follow-up sequence for prospects who didn’t immediately book an appointment, nurturing them with educational content and reminders.

• Designed a “no-show reactivation” process to re-engage missed appointments, significantly increasing second-attempt bookings.

• Used a mix of automated messaging and human follow-up (via an inbound appointment setter) to maintain engagement and convert more leads into sales calls.

Results

The implementation of these strategies delivered massive improvements in lead generation, conversion rates, and overall revenue:

• • CPL dropped from $150 to $17-$22, an 85% reduction in cost per lead.

  • The campaign generated a consistent flow of high-quality leads.

  • 22% of leads converted into booked calls, ensuring a steady stream of sales opportunities.

  • With a $3,000 ad spend, Manny’s business generated appointments worth $12,000-$15,000.

  • The customer lifetime value exceeded $15,000 per client, meaning each closed deal contributed significant long-term revenue.

  • The campaign’s impact extended beyond just initial sales—clients stayed for 6-12 months or longer, increasing overall profitability.

  • Cost per scheduled appointment: $150

  • Cost per sale: $1,000 – $1,500

  • Given the high LTV, the return on ad spend was substantial, making the business highly profitable.

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• Total Revenue Impact:
  

  • Over $45,000 in projected long-term revenue from the campaign, with room for continued growth.

Manny’s case proves that an optimized lead generation and follow-up system can completely transform business scalability. By reducing the cost per lead by 85%, significantly improving appointment booking rates, and implementing structured follow-ups, Manny was able to achieve predictable revenue growth.