AI Chatbot Implementation
Proposal

Introduction & Understanding of Needs

Thank you for this opportunity to partner in streamlining Photon Brothers’ customer communication and operations. Through our recent in-depth discovery session, I’ve gained a clear understanding of your unique challenges and objectives as a mid-market solar and battery installer operating across Colorado and California, with 120+ employees and a workload of hundreds of concurrent projects.

• Seamless, timely communication with customers via SMS and email—especially as projects move through 8 critical phases.
• Unified, accurate responses from a single bot “voice” to avoid disconnect and reduce dependency on on-the-roof staff for routine queries.
• Enhanced workflow automation including proactive project updates, qualification, lead booking, and remote troubleshooting.
• Tight integration with your existing HubSpot CRM for both sales and service, and future connectivity for AR/invoicing processes.
• Reliable escalation pathways that seamlessly transfer complex or high-priority cases to the proper human teams when needed.
• Transparency and cost-effectiveness, with ongoing support you can rely on as you refine your knowledge base and internal processes.

Current Challenges & Limitations

Photon Brothers’ current communication workflows, particularly using the Hatch system, present some significant operational limitations:

• Disconnected Bots: With Hatch, you were running 8 separate bots for the 8 solar project phases—each lacking awareness of prior interactions and conversation history.
• Lost Continuity: Customers advancing through multiple phases would be asked the same basic questions repeatedly, frustrating both them and your staff.
• “Call to Action” Overload: Hatch’s design—which aggressively prompts users to complete a single CTA—is mismatched for ongoing, informative project updates and low-friction inquiries.
• Limited Proactive Communication: Difficulty triggering notifications and updates based on project progression or incoming events.
• Crucial Gaps in Automation: Manual handoffs, gaps between sales → project kickoff, or poor documentation of touchpoints have led to risks of customers “slipping through the cracks.”
• Insufficient Knowledge Base Utilization: Tribal knowledge within teams remains largely undocumented, making it hard to scale high-quality customer responses.

Proposed Solution: Unified AI Communication via Lindy

To directly answer your needs, I propose implementation of a Lindy-based AI chatbot solution—fully tailored to Photon Brothers’ complex workflows and integrating seamlessly with HubSpot.

• Single Smart Bot: Unified conversational agent, aware of interactions across all 8 solar project phases, eliminating repeated questions and lost context.
• Channels: SMS and email communication from project initiation to completion, with voice channel add-on possible for future needs.
• HubSpot Integration: Direct integration to access deals, contacts, and (via API/Make integration) invoice data. Automated triggers for sales, project management, and service workflows.
• Business Area Coverage: Automated interactions for Sales (lead qualification & calendar booking), Project Management (status updates, FAQs), and Service (remote troubleshooting, ticket creation).
• Continuity & Memory: Conversation history and context are maintained across all customer touchpoints, ensuring seamless transitions from sales to install to support.
• Escalation Protocols: If the AI bot cannot answer a question or a situation requires human expertise (especially on technical/electrical queries), the system will route messages directly to a designated internal email alias or escalation point.
• AR/Invoice Notifications: AR workflow to notify customers of outstanding invoices, handle first-level objections/questions, and escalate to accounting if further action (like intent to lien) is warranted—all triggered by HubSpot invoice objects.
• Open, Auditable Analytics: Optional dashboard capabilities for tracking hours saved, customer inquiry resolution rates, and handoff volume. Basic metrics can be displayed natively or via HubSpot/third-party plugins.

Implementation Approach

Pricing & Ongoing Support

• All platform/API fees (Lindy, Twilio, etc.) are transparent and paid by Photon Brothers to minimize “vendor lock-in.”
• Ongoing support is ad hoc: contact me via email for requests, response same or next working day, and scheduling for larger changes.
• Full transparency: no surprise fees—every anticipated cost is listed.

Next Steps

1. Internal Review: Photon Brothers team reviews proposal and identifies any initial questions or amendments.
2. Scope Confirmation: Confirm user stories/workflow diagrams, mutually agree on project MVP scope and priorities; identify required access (HubSpot sandbox, SMS provider, etc.).
3. Kickoff: Formal greenlight and launch discovery, timeline confirmed, delivery schedule established.
4. Implementation & User Testing: Bot design, integration, and field testing as outlined above.
5. Go-Live & Support: Transition to daily use; ongoing improvements and updates as needed, with support billed hourly.

Jude Horak
Everyday Software