Stop Losing High-Value Clients to After-Hours Silence Deploy a Custom AI Chatbot That's Always On, Always Expert
In the fast-paced world of public relations, 85% of client inquiries arrive outside traditional hours, leading to delayed responses and eroded trust. Our enterprise-grade chatbot ensures zero missed opportunities, with instant, context-aware replies that maintain your proven track record in client relationship management.
Join 150+ PR firms with round-the-clock client support
The "After-Hours Disconnect" Problem
Client emergencies, such as sudden media leaks or executive misstatements, ignored during nights and weekends erode trust in your PR expertise
Missed responses to time-sensitive media outreach from journalists, including embargoed story tips, lead to lost coverage opportunities in trade publications
Prospective clients slipping away because initial inquiries about retainer services or RFP responses receive delayed follow-ups
Overloaded account managers burning out from constant availability demands
Inconsistent crisis communication during off-hours, such as uncoordinated statements on social media flare-ups, damaging your firm's reputation
Fragmented client data across CRM systems causing repeated questions about campaign KPIs and inefficient relationship nurturing in long-term engagements
Our Custom-Built Approach to 24/7 PR Client Support
With over a decade of experience architecting AI for client-focused industries, we've empowered PR firms to transform reactive support into a proactive asset.
Why Choose Us
We don't deploy off-the-shelf bots. Instead, our engineers at AIQ Labs craft a tailored intelligent assistant that integrates seamlessly with your CRM, media tracking tools, and internal knowledge base. Trained on your firm's unique voice and past campaigns, it handles everything from urgent press release queries to lead qualification. This isn't just automation—it's an extension of your team's expertise, available round-the-clock to safeguard client relationships.
What Makes Us Different:
Capture Every Client Opportunity Without the Wait
Instant Crisis Resolution Around the Clock
Instant Crisis Resolution Around the Clock: Your chatbot fields urgent client requests—like a sudden reputation threat from a viral social media post—within seconds, pulling from your crisis playbook to provide immediate guidance on holding statements or media monitoring. This ensures 24/7 availability, reducing response times from hours to moments and maintaining client trust during high-stakes moments, much like a vigilant press officer who's never off-duty.
Never Miss a Media Lead or Pitch Opportunity
Never Miss a Media Lead or Pitch Opportunity: Journalists don't keep 9-5 hours, and neither should your support. Our AI captures after-hours inquiries from reporters, such as queries on industry trends or breaking news angles, qualifies them instantly using predefined PR criteria, and schedules follow-ups, boosting your coverage rates by up to 35% within the first year. It's like having an indefatigable account executive who turns every ping into a potential headline in outlets like Forbes or AdWeek.
Elevate Client Satisfaction Through Personalized Engagement
Elevate Client Satisfaction Through Personalized Engagement: By remembering client preferences and campaign details, such as past press release performance or target audience segments, the chatbot delivers tailored advice that feels human. Firms using our solution report a 42% increase in Net Promoter Scores within six months, as clients feel heard and valued at any hour, transforming routine interactions into lasting partnerships for ongoing retainer work.
What Clients Say
"Before AIQ Labs, we'd lose weekend pitches from editors at outlets like PRWeek because no one was monitoring emails. Now, the chatbot qualifies leads overnight based on story relevance and alerts our team by morning— we've landed three major features in the last quarter alone, without adding staff, resulting in a 25% uptick in client billings."
Sarah Jenkins
Account Director, Horizon PR Agency
"A client messaged at 2 AM about a brewing scandal involving a leaked executive email, and our bot not only acknowledged it but pulled relevant past strategies from our database, including sample crisis response templates, to reassure them. By the time I woke up, the initial response was handled, and we retained the account worth $150K annually. It's been a game-changer for our 24/7 promise."
Michael Torres
Managing Partner, Apex Communications
"Integrating this with our client portal cut down on repetitive status checks on media mentions and sentiment tracking by 60%. Clients now get instant updates on campaign progress, even on holidays, which has improved our retention rate by 28% over the past six months and reduced churn in our mid-tier retainers."
Emily Chen
Client Services Lead, Vanguard Media Group
Simple 3-Step Process
Discovery and Customization
We audit your current client workflows, media tools, and communication style to design a chatbot that mirrors your PR expertise. This tailored blueprint ensures seamless fit into your operations.
Development and Training
Our engineers build and train the AI on your firm's data—campaign histories, client profiles, and response templates—creating an intelligent system ready for production in weeks, not months.
Deployment and Optimization
We launch the chatbot across your website, client portals, and social channels, then monitor performance with real-time analytics. Ongoing tweaks based on usage ensure it evolves with your firm's needs.
Why We're Different
What's Included
Common Questions
How does the chatbot handle sensitive PR client information?
Security is paramount in PR, where confidentiality drives everything. Our custom chatbot employs enterprise-grade encryption and role-based access controls, ensuring all interactions comply with GDPR and industry standards. It only accesses data you've explicitly trained it on, like anonymized campaign summaries, and never stores sensitive details without permission. For instance, when discussing a client's reputation strategy, it references general guidelines without revealing specifics unless authorized. We've built in audit logs for every query, so you can track usage and maintain trust. This approach has helped firms like yours avoid data breaches while providing swift, secure support—reducing compliance worries by 70% in our deployments.
Can it integrate with our existing PR tools and workflows?
Absolutely, integration is at the core of what we do at AIQ Labs. We create deep, API-driven connections to tools like Cision for media monitoring, Google Workspace for email triage, or your custom client portal. Unlike superficial plugins, our two-way syncs pull live data—say, updating a chatbot response with the latest press mentions—and push actions back, like logging a new lead in HubSpot. During discovery, we map your exact workflow, ensuring the bot fits without disrupting daily operations. One PR firm we worked with saw their lead response time drop from 4 hours to 20 seconds after integrating with their Meltwater dashboard, all while preserving data integrity across systems.
What if a query is too complex for the AI to handle alone?
Our intelligent assistant is designed to know its limits. For nuanced issues—like crafting a bespoke crisis narrative or negotiating media placements—it seamlessly escalates to your team. The handoff includes the full conversation transcript, client context, and even suggested next steps based on your historical responses. This happens via Slack notifications or email, with priority queuing for urgent matters. In practice, escalation rates start at 20-30% but drop as the bot learns from interactions. A client in event PR told us this feature alone saved their directors 15 hours weekly, as the AI handles 70% of routine queries independently, freeing humans for high-value strategy work.
How quickly can we get this up and running for our firm?
We prioritize speed without sacrificing quality. The process typically takes 4-6 weeks: one week for discovery and requirements gathering, two to three for development and training on your data, and the final week for testing, deployment, and tweaks. This timeline is faster than building in-house because our proven frameworks accelerate custom work. For a mid-sized PR agency, we launched a full system in just 28 days, starting from their existing knowledge base. Post-launch, we provide 24/7 monitoring for the first month to ensure smooth operations, minimizing any downtime and getting you value immediately.
Will the chatbot sound like our brand, not a generic AI?
Yes, personalization is key to maintaining your PR firm's authoritative voice. We train the model on your past communications—emails, reports, social posts—to replicate tone, phrasing, and even industry jargon, like referencing 'earned media' or 'stakeholder alignment' naturally. It's not stiff bot-speak; it's confident, expert language that builds rapport. We iterate during training with your feedback, A/B testing responses to match benchmarks. One firm noted their clients couldn't distinguish it from a junior account exec in initial chats, which boosted engagement by 25%. This custom voice ensures every interaction reinforces your brand's reputation as the go-to experts.
What kind of results can PR firms expect in terms of ROI?
ROI in PR often ties to client retention and new business wins. Our chatbots deliver by capturing missed opportunities—firms see a 30-50% increase in lead conversion from after-hours inquiries alone. For example, one agency reported recouping their investment in four months through retained clients who valued the always-on support during a product launch. Quantifiable wins include reduced support costs (up to 40% less time on routine queries) and higher satisfaction, leading to upsell opportunities. We provide ROI tracking via integrated metrics, like response efficiency and conversion rates, so you see the impact clearly. Long-term, it's about owning a scalable asset that grows with your firm, not renting fleeting tools.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.