A customer case study template your agent fills in
You have a client who got great results, a few emails, maybe a call recording, and no time to write it up. This prompt turns that raw material into a finished customer case study: a clear challenge, solution and results structure, real quotes, a headline with a number in it, and a designed one-page PDF for sales.
The prompt
- Write a customer case study about [CUSTOMER NAME] using [SOURCE MATERIAL]. Follow this structure: headline with the main result, a 3-line summary box (customer, challenge, result), the challenge, why they chose us, the solution and how it was rolled out, results with numbers, a customer quote, and a call to action to [CALL TO ACTION]. Use only facts from the material; if a number is missing, mark it TO CHECK instead of guessing. Keep it under 700 words, in a [TONE] tone. Deliver a Word file I can edit and a one-page PDF version with our brand color [BRAND COLOR], plus a 60-word version for our website card and a LinkedIn post announcing it.
What to change
- [CUSTOMER NAME]: The client featured, e.g. "Harbor Dental Group". Get their OK to publish.
- [SOURCE MATERIAL]: Attach a call recording, interview notes, emails or a results report, or paste the key facts.
- [CALL TO ACTION]: What readers should do next, e.g. "book a demo" or "download the pricing guide".
- [TONE]: e.g. "plain and confident", "friendly", "formal for enterprise buyers".
- [BRAND COLOR]: A hex code like "#1F6FEB", or attach your logo and say "match my logo".
Example result
- How Harbor Dental Group cut no-shows by 41% in 3 months
- Customer: Harbor Dental Group, 4 clinics, 38 staff
- Challenge: 1 in 6 appointments were missed, and front desk staff spent hours calling patients
- Result: 41% fewer no-shows and 9 staff hours saved per week
- The challenge
- Harbor Dental grew from one clinic to four in five years. Reminders were still done by phone. On busy days the front desk could not reach everyone, and missed appointments left gaps in the schedule that cost revenue and kept other patients waiting.
- Why they chose BrightBook
- Operations manager Dana Ruiz compared three tools. "We needed text reminders patients could answer with one word, and it had to work with our practice software on day one."
- The solution
- • Two-way text reminders 48 hours and 3 hours before each visit
- • Patients reply C to confirm or R to reschedule
- • Open slots go to a short waitlist automatically
- • Rolled out clinic by clinic over 3 weeks, with a 30-minute training per team
- The results
- • 41% fewer no-shows after 3 months
- • 9 hours a week of phone calls saved across the front desks
- • TO CHECK: waitlist fills per month (not in the material, please confirm)
- In their words
- "Our front desk finally talks to the patients who are in front of them, not the ones who are not answering the phone." Dana Ruiz, Operations Manager
- Want results like Harbor Dental?
- Book a 20-minute demo and see how reminders would work in your practice.
How to do it with todo.is
- Copy the prompt and replace the brackets with your customer, material, tone and color.
- Paste it into todo.is and attach the call recording, notes or emails.
- Your agent transcribes, writes the case study and builds the Word file, PDF and short versions.
- Send the draft to your customer for approval, then ask your agent for any edits they request.
Tips for a better result
- Put the best number in the headline. "Cut no-shows by 41%" gets read; "Harbor Dental success story" does not.
- Record a 20-minute call with the customer and attach the audio. Real quotes beat polished marketing lines.
- Always get written approval from the customer before publishing, especially for numbers.
- Ask for a "before and after" table if you sell to analytical buyers like finance or IT.
case study template: FAQ
- What should a case study include? A short summary, the customer's challenge, why they chose you, the solution, measurable results and a customer quote, followed by a call to action.
- How long should a business case study be? Most work well at 500 to 900 words, with a summary box so busy readers get the result in 10 seconds. A one-page PDF is easy for sales to share.
- What if the customer has no hard numbers? Use time saved, before and after comparisons or specific quotes. Your agent marks missing figures with TO CHECK so you can ask the customer.
- Can it make a video or slide version too? Yes. Ask for a PowerPoint slide or a short slideshow video with captions from the same case study.
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