Solar appointment setting with an AI voice agent
Run segmented outbound campaigns to book free solar site surveys with an AI voice agent. Learn how UltraSolar booked 138 surveys in 60 days.
## What solar appointment setting does on the phone Outbound **solar appointment setting** connects an AI voice agent to your CRM or prospect lists to secure a free technical visit with a local energy consultant. The call handles specific qualification tasks and leaves the commercial negotiation for after the technician inspects the property. See how voice agents work for energy companies on our energy and utility industry page. During each outbound call, the AI solar appointment setter handles four main steps: - Verifies property ownership and checks whether the contact has an existing photovoltaic installation. - Maps annual electrical consumption patterns and immediate energy requirements. - Resolves common customer hesitation regarding roof compatibility, work schedules, and structural reliability. - Collects availability and confirms a free site survey with the local technical consultant. At the same time, the voice agent follows strict operational boundaries: - It does not calculate prices or estimate final system costs. - It does not attempt to close a contract or push a sales transaction over the phone. - It does not deliver a formal technical proposal before a physical roof assessment has occurred. ## Why the site survey is the only KPI Residential and commercial solar contracts require precise structural evaluation. A salesperson cannot close a reliable installation without knowing the exact orientation of the roof surfaces, pitch angles, shading factors, and the status of the electrical panel. Closing a deal over the phone without a physical visit creates operational friction, revised price quotes, and cancelled orders later. The outbound calling campaign focuses on confirmed, qualified site surveys. You define a booked survey by four clean data points in your CRM: - A verified calendar date and specific time window agreed with the property owner. - A complete physical address confirmed by the homeowner. - An assigned local technical consultant who covers that geographic territory. - Qualification notes detailing the property type, roof condition, and current utility spend. ## Segment the lists before calling Outbound calling performance varies depending on lead age and source. Group your contacts into clear segments before starting the campaign. Tailor your opening greeting and qualification flow for each tier while keeping the free site survey as the single target conversion. UltraSolar, a residential and commercial PV installer operating across central-northern Italy as a certified Solarwatt partner, structured its outbound calling campaigns into three segments using an AI agent named Gaia: - **Qualified inbound leads**: Prospects who previously submitted contact forms or requested information. These calls open by confirming the original inquiry. - **Cold CRM records**: Older lists, unworked contacts, and regional database records. The opening states the regional visit schedule and introduces the free energy audit. - **Dedicated CRM segment**: Existing customer segments with specific property characteristics or past interactions. In UltraSolar's campaign, this group achieved a 7.73% conversion rate on completed calls, which was roughly 2.9 times higher than the overall campaign average. Cold records achieved a 2.16% conversion rate in that campaign, but their volume provided 101 of the total 138 booked surveys. If your team is running broader outbound business-to-business campaigns for commercial rooftops, read our guide on B2B cold calling with AI voice agents to structure commercial scripts. ## How the call works step by step The AI agent runs a structured conversation flow designed to qualify the homeowner and book solar consultations without wasting time on unstructured debates. 1. **AI disclosure**: Under Article 50 of the EU AI Act, the agent introduces itself as an AI system working on behalf of the installer. If the person is not interested or asks not to be called again, the agent closes the call politely and records the opt-out. 2. **Reason for the call**: The agent states that technical teams are scheduling free solar site survey bookings in the prospect's local area. 3. **Property qualification**: The agent asks clear qualification questions: Does the contact own the home or facility? Is there an existing solar system installed? What does the monthly power bill look like? Who participates in decisions regarding home improvements? 4. **Doubt resolution**: If the owner questions whether their roof is suitable, asks about installation disruptions, or mentions cloudy regional weather, the agent explains that the technician checks structural feasibility and shade modeling during the free visit. 5. **Proposal of the survey**: The agent suggests a specific inspection slot for the local consultant. 6. **Availability and references**: The agent verifies the contact name, street address, and mobile number. 7. **Consultant assignment**: The agent matches open calendar availability and assigns the field specialist. 8. **CRM update**: The agent writes the appointment into the database and posts call notes. Callback requests that cannot be scheduled immediately pass to a separate inbound list for manual handling. Here is an illustrative dialogue showing how this conversation proceeds: *Agent*: Hello, this is an automated assistant calling from Regional Solar Services. We are scheduling free technical roof inspections across your neighborhood this week. Do you own the property? *Homeowner*: Yes, I own the house. What is this regarding? *Agent*: We have technicians visiting homes in your postal area to assess roof orientation and electrical panel suitability for solar power. Are you currently using a photovoltaic system on the property? *Homeowner*: No, we do not have panels. Our roof has a dormer window, so I doubt panels would fit. *Agent*: That is why the technician visits in person before making any assumptions. The specialist evaluates the surface angles, checks for shade from dormers, and verifies your electrical layout. Are you usually at home during morning hours or afternoon hours? *Homeowner*: Afternoons work better after work. *Agent*: Our local consultant has an opening this Thursday afternoon. Can I confirm your street address so we can schedule the inspection? *Homeowner*: Thursday afternoon is fine. The address is Maple Crescent. *Agent*: Thank you. I have marked Thursday afternoon for Maple Crescent. Our local specialist will visit to complete the assessment. Have a pleasant day. ## UltraSolar campaign results During a 60-day campaign, UltraSolar used this outbound AI voice architecture across central-northern Italy to drive field appointments for their technical teams. You can review the complete data set in the UltraSolar case study. | Campaign metric | Value | |---|---| | Campaign duration | 60 days | | Total call attempts | 19,362 | | Completed calls | 5,249 (27.1%) | | Free site surveys booked | 138 | | Average conversion on completed calls | 2.63% | | Completed call to survey ratio | 1 survey every 38 calls | | Average surveys per week | about 16 | | Calls lasting 2 minutes or longer | 196 (3.73% of completed calls) | | Surveys produced by calls >= 2 minutes | 92 (66.67% of total surveys) | | Conversion rate on calls >= 2 minutes | 46.94% | | Conversion rate on calls under 2 minutes | 0.91% (46 surveys from 5,053 calls) | | Difference in conversion (>=2 min vs <2 min) | 51.6x | | Conversion on dedicated CRM segment | 7.73% | | Cold leads share of total surveys | 73% (101 of 138 surveys) | | Cold leads conversion rate | 2.16% | ## What the 2-minute call data shows In the UltraSolar campaign, call length correlated with conversion outcomes. Calls that passed the 2-minute mark represented 3.73% of completed calls (196 total conversations), but they generated 92 of the 138 booked site surveys. That produced a 46.94% conversion rate for calls over 2 minutes, compared to 0.91% for calls under 2 minutes. This pattern was observed specifically in that campaign data. Use these campaign observations to guide management actions: - Review recordings of calls exceeding 2 minutes. Identify how the voice agent resolved questions regarding roof feasibility and technician credentials. - Analyze the opening moments of shorter calls to identify where prospects dropped off, then adjust the opening script to address skepticism early. - Measure the share of calls exceeding 2 minutes across each lead segment as an indicator of prospect engagement. In one instance during the UltraSolar campaign, the agent engaged a homeowner whose existing system performed poorly and whose original installer was unresponsive. The agent listened to the complaint, explained that a field technician could evaluate the hardware, and booked the site inspection. ## If your leads are old quote requests If you have old quote requests sitting in your CRM, deploy an outbound agent for list reactivation. In an outbound campaign run by residential installer Energetic Efficiency, an AI voice agent reached out to dormant photovoltaic quote leads over 10 days. The agent logged 2,048 answered calls totaling 981.25 conversation minutes, delivering 90 booked appointments (9 per day, or 1 every 10.9 minutes) across 16.35 active calling hours with peaks of 14 bookings in two hours. Read the Energetic Efficiency case study and our technical overview on solar lead reactivation with AI, or review our operational dormant lead reactivation playbook to clean historical backlogs. ## What to measure weekly Managing an AI calling campaign requires tracking conversion drop-offs weekly. Monitor these metrics: - **Total attempts and reachability**: Track the percentage of total dials that result in an answered, completed conversation. - **Completed call volume**: Measure how many calls reached a live person and executed the script. - **Call duration share**: Monitor the percentage of conversations that reach 2 minutes or more across each list tier. - **Surveys booked by segment**: Track the count of booked technical visits per list source. - **Segment conversion rate**: Calculate bookings divided by completed calls for qualified, cold, and CRM lists. - **Surveys per week**: Maintain a baseline pace to match the field capacity of your technical consultants. - **Show rate at the survey**: Record the percentage of scheduled property visits where the homeowner is present and admits the technician. ## Legal and privacy standards for voice agents Before executing solar installer lead follow-up or cold outbound calls, evaluate your marketing practices with your Data Protection Officer or legal counsel to ensure compliance with local rules. - **United States**: Scrub prospect lists against the National Do Not Call Registry and state lists, and check calling hours and consent rules with your legal advisor. - **United Kingdom**: Screen numbers against the Telephone Preference Service (TPS) and check the legal basis with your DPO. - **Italy**: Cross-reference consumer phone numbers against the Registro pubblico delle opposizioni. - **Spain**: Check records against the Lista Robinson registry before dialing. - **France**: Telephone prospecting of consumers for renewable energy equipment is banned outside an existing contract, and since 11 August 2026 consumer telemarketing needs prior consent. Use the agent for people who asked to be called back. - **Germany**: Under the UWG, marketing calls to consumers need prior express consent; check your lists with your data protection officer. - **EU AI Act and GDPR**: Article 50 of the EU AI Act requires the agent to inform the contact that it is an artificial intelligence. Implement transparent data processing records, honor opt-out requests, and consult our guide on GDPR-compliant AI voice agents. ## DeepAgent plans and implementation DeepAgent connects outbound voice agents to your CRM and your consultants' calendars via API or webhook, so outcomes and survey notes land in the contact record. Commercial plans on DeepAgent pricing include: - **Starter**: €99 per month - **Pro**: €299 per month - **Growth**: €500 per month - **Scale**: €799 per month - **Enterprise**: Custom quote You can try the platform with 30 minutes free, no card. All subscription prices exclude VAT. Choosing annual billing saves 17%. ## Frequently asked questions ### How to get solar appointments and site surveys with AI? You configure an AI voice agent connected to your CRM and VoIP system with clear qualifying questions. The agent calls your contact lists, checks roof ownership and energy bills, resolves practical doubts, and books a free site survey directly into your technical consultant's calendar. ### Does an AI voice agent work on cold solar leads? In the UltraSolar campaign, cold leads converted at 2.16% of completed calls. Because cold records made up the majority of the list volume, they produced 101 of the total 138 booked site surveys, showing that cold calling lists can deliver steady appointments when handled with a focused qualification script. ### Should the agent talk about prices or incentives? No. The AI agent should not quote system prices, estimate kilowatt-hour costs, or make promises about national subsidy schemes over the phone. The goal of the call is solely to verify interest and arrange the free on-site survey where a qualified technician assesses the roof, orientation, and electrical panel. ### How does it book the consultant's calendar? The agent checks open slots in your CRM or consultants' calendars via API or webhook. Once the homeowner agrees on a time, the agent reserves the slot, captures notes, and updates the contact record. ### Is it legal to call solar leads with AI voice agents? Calling hours and legal basis must be checked with your DPO or legal advisor before launching campaigns. You must verify cold lists against national opt-out registers such as the Do Not Call Registry in the US, TPS in the UK, or the Robinson list in Spain, follow the UWG consent rules in Germany, and note that France bans solar cold calls to consumers. Under Article 50 of the EU AI Act, the voice agent must state that it is an AI, and it should end the call if the person asks. ## Set up automated solar appointment setting Talk to sales → · Create your agent →