Status calls answered, estimates followed up, parts invoices entered
“Is my car ready?” gets answered without pulling the service writer off the counter, open estimates get a follow-up, and parts invoices are entered for review.
An example build for independent repair shops
Every morning
What you’d see
- Overnight appointment requests with vehicle details
- Open estimates with follow-up dates
- Parts invoices waiting for review
What slips today
Nobody did anything wrong. There just weren’t enough hands.
- After-hours voicemails you have to call back one by one.
- “Is my car ready?” calls interrupt the service writer all morning.
- Estimates from last week are still waiting on a yes.
The build
What comes in, what the system does with it, where the work lands, and what goes to a person.
Comes in
- Calls, day and night
- Customer texts
- Parts invoices by email
Handled by:
- AI Receptionist & Assistant
- Lead & Quote Autopilot
- Ops Autopilot
Checked against your rules
Lands in
- Appointment requests with year, make and model
- Estimate follow-ups
- Draft bills in your books
Goes to a person The service writer for approvals, pricing and anything unusual.
It answers the phone.
It follows up on every quote.
It does the paperwork.
A Tuesday, two ways
The same day at the same business, before and after. An example day: yours would follow your services, hours and rules.
7:40 AM
Answers
TodayVoicemails from people who called after you closed. You can’t tell who needs what until you call each one back.
With the systemAfter-hours callers were answered. Two appointment requests are waiting, each with year, make, model and the problem.
10:15 AM
Answers
Today“Is my car ready?” calls interrupt the service writer all morning while customers wait at the counter.
With the systemStatus calls are answered, and each question goes to the service writer with the ticket details, to handle in one batch.
12:30 PM
Follows up
TodayThree estimates from last week are still waiting on a yes. Nobody has called.
With the systemEach open estimate got a follow-up. One customer approved the brake job by replying.
2:00 PM
Paperwork
TodayParts invoices get typed into the books by hand.
With the systemParts invoices are read and entered for review. Someone checks them before they post.
7:40 PM
Answers
TodayA driver with a breakdown calls and gets voicemail.
With the systemThe call is answered, the details are taken, and your after-hours rule sends the driver the right number to call.
Rules it follows
Routing and approvals follow your rules every time. These are examples; you set your own.
- A repair is approved only when the customer replies yes in writing, and the reply is saved to the ticket.
- Pricing questions go to the service writer.
- Breakdowns after hours get your tow partner’s number.
- Parts invoices are entered as drafts for review.
Handled with care
- Approvals are recorded with the customer’s own reply.
- Texts go only to customers who said yes.
- The assistant never diagnoses a car or promises a price.
Connects to
- Your shop phone line
- Your shop-management software or a shared spreadsheet
- Text messages, with consent
- Your accounting software
What comes first
One job, done properly, then the next.
The first build
- After-hours and status-call answering
- Appointment requests with vehicle details
- Confirmation texts with request numbers
A first system is usually live in about two weeks.
Added when you’re ready
- Estimate follow-ups
- Parts invoice entry for review
- Check-ins with customers who asked about a repair
What we’d need from you
- A walk-through of how the work moves today.
- Your common questions and the answers you want given.
- Your rules: what’s urgent, who gets what, what always goes to a person.
- Access to the phone line, inbox or software involved, set up together. We never ask for passwords by email.
This is an illustration of the kind of system we build, not a client story. Every business gets its own build.
Tell us the one task that eats your week.
We’ll show you a working example and what it would take to automate it, with no obligation.
- A short call, with no jargon and no pressure.
- You’ll leave knowing your first quick win.
- If automation isn’t worth it for you yet, we’ll tell you.
Prefer to call?(816) 788-9555
Prefer email?sales@newlinxkc.com