The situation
FitRoofingCo's office team spent the bulk of every morning the same way: triaging inbound enquiries from web forms, voicemails, and referrals; chasing missed callbacks; re-keying jobs into the CRM; and following up on bid acceptances. None of it required judgement. All of it consumed the hours the founders wanted spent on field work and growth.
Hiring a full-time admin would solve it but cost ~$50k/year loaded — and would still need management. They wanted the outcome of an extra hire, not the overhead.
What we deployed
Monolith stood up a managed digital office for FitRoofingCo over a structured onboarding. We mapped their existing processes — how they qualify a lead, how they schedule an inspection, how a bid moves to a deposit — and translated each into an agent role with explicit goals, routines, and a reporting line back to the team.
- Inbound triage agent. Watches the shared inbox + form submissions, classifies enquiries, drops a structured summary into the CRM, and pings the right team member only when human judgement is needed.
- Scheduling agent. Coordinates inspection windows by phone and email, confirms appointments, and reschedules without the back-and-forth burning the team's morning.
- CRM hygiene agent. Keeps every active job's status, contact details, and next-step current. Fixes drift overnight so the morning huddle starts on accurate data.
Each agent runs in its own isolated environment with the tools, memory, and identity it needs — and nothing else. We monitor the harness, manage the routines, and report on outcomes weekly. FitRoofingCo doesn't see a dashboard unless they want to.
The outcome
Within two weeks of go-live the team was reclaiming about 10 hours a week of focused time — roughly equivalent to a part-time hire — at a fraction of the loaded cost. The morning triage that used to consume the office shrank to a 15-minute review of the agent summaries.
More importantly, the work that used to fall through the cracks — late callbacks, stale CRM entries, missed bid follow-ups — stopped falling through.
What's next
We're scoping the next two roles in the digital office: a quote drafting agent that turns inspection notes into branded proposals, and a follow-through agent that owns the post-acceptance handoff to the field. Both will follow the same pattern: a clearly-scoped subject-matter-expert agent, deployed and run by Monolith, with weekly outcome reporting back to the team.
Note: This case study reflects an active pilot. Numbers shown are representative of the deployed agent footprint and outcomes observed to date. We update case studies as pilots progress.