|
|
In a workshop a lot depends on interim states: the quote is with the customer, the insurer has not approved yet, the part is on its way. The Business Optimizer keeps each of these states as a case and tells the customer by email at every step how far their vehicle is. Upcoming dates such as the periodic roadworthiness inspection no longer slip, because a reminder case with an email draft is ready well in advance. A person on your team still decides and approves.
Anyone running a workshop knows the pattern. The work happens at the vehicle, but much depends on people who are not in the shop. Typical points of friction:
Each workflow has a case type with its own status values. The Business Optimizer captures and prepares, you decide. Your workshop software can report events through an interface, and we connect further systems as needed.
Incoming: Your workshop software reports an upcoming due date, such as a periodic inspection, to the Business Optimizer through an interface.
Prepared: At the reminder time, well before the due date, a reminder case with an email draft appears in the Outlook drafts folder.
You decide: A person checks the draft and approves it.
Incoming: A quote goes out and the answer is pending. Emails about it are matched to the case through the case number.
Prepared: Status values such as "Quote with customer" or "Insurer approval pending", every change with a timestamp in the history, a follow-up draft if needed.
You decide: Whether and when you follow up, and when the job starts.
Incoming: The status changes because the team sets it, an email triggers it or your software reports it.
Prepared: One email to the customer per status change, with the case number in the subject line, finally "Ready for collection".
You decide: At which steps an update goes out and whether a person reads the draft first.
Incoming: The customer writes by email or web form when and for what they would like an appointment.
Prepared: The request is captured as a case with vehicle, concern and preferred period, and the acknowledgement waits as a draft. If something is missing, a query is created.
You decide: You set the actual appointment, as before in your own planning.
Incoming: An order confirmation or supplier invoice arrives as a PDF by email.
Prepared: Number, amount, IBAN and due date are read from the email and attachment; whatever is not in the document stays empty. The document is filed in a structured way, and an export for your tax accountant is available on request.
You decide: Whether the invoice is correct and gets paid.
Incoming: An unhappy customer writes by email or form.
Prepared: The AI assigns the email to the support or complaint type, reads the text and creates the case with the person responsible. A reply draft in your tone is ready.
You decide: How you respond. A person sends the reply.
More on the individual building blocks: Fewer calls, more clarity, Deadlines and escalation, Incoming invoices and Requests left waiting.
This is how a repair job runs with a quote and insurer approval. All data is invented sample data.
Case V-2026-0731 · Repair job · Licence plate: sample
The states change because the team sets them, an email triggers them or your software reports them. Every change is in the history and the live monitor with a timestamp.
[V-2026-0731] Your quote is ready
[V-2026-0731] We are waiting for your insurer's approval
[V-2026-0731] Approval received, your repair begins
[V-2026-0731] Your vehicle is ready for collection
Example of a text: "Hello Ms Sample, your vehicle is ready and can be collected now."
The customer does not need to call. Anyone on the team who opens the case sees the same steps and the emails that were sent.
Many repair shops accept deductions because a statement with evidence is too much work. The Business Optimizer captures every cut item separately, tracks the objection deadline in the case and prepares the statement with the right evidence for your approval. Writing turns into reviewing and sending.
In an intro call we show how it becomes a status message, or you can run the numbers yourself first.
The customer gets an acknowledgement with the captured details and then an email at every step: quote ready, approval received, vehicle ready for collection. Their replies are matched to the right job through the case number, so nothing gets lost. Matters such as an appointment request or a complaint are captured and answered quickly, and the workshop reminds them of upcoming due dates before they have to think of it themselves.
You define which status values exist, at which steps the customer gets a message and whether a person reads it first. Reminders, follow-ups and replies are created as drafts, and a person approves. Messages go out directly only where you deliberately switch on auto-send for a type. Before going live, observe mode applies.
Responsibility for quotes, approvals and everything that goes out to customers stays with you. The Business Optimizer does not answer calls; it removes the reason to call. How much time that brings in your case, you can work out with your own assumptions in the time savings calculator, and the Business Optimizer page gives an overview.
Tell us the workflow that eats most time in your workshop. Using your own jobs as the example, we show how customers will be informed on their own.
Have further questions? Feel free to contact us directly via our contact form or by e-mail.
Through an interface, your software reports events to the Business Optimizer, for example an upcoming periodic inspection. We connect further systems as needed. In the intro call we clarify which connection is possible in your case.
Not by default. At the reminder time a reminder case with an email draft is created in the Outlook drafts folder, and a person approves it. Messages go out directly only where you deliberately switch on auto-send for a case type.
The case stays at its status, for example "Insurer approval pending". The change is in the history with a timestamp. If you wish, a follow-up draft is created, and the team is notified about deadlines before anything is left lying.
At every status change for which you provide a message. The case number is in the subject line, so the customer hears about the quote, the approval and when the vehicle is ready. You decide at which steps this happens.
First we define your case types and status values together. Then the Business Optimizer runs alongside in observe mode, so you see what it would do without anything going out. Only then do you switch it live. Setup and billing are by effort.
Operation is in Germany, and on request only European AI models are used. The AI reads only what is in the email and attachment, and the content of emails and forms is treated as data, not as commands. Clients are kept separate, and roles control who sees what.