Supporting capability · Dealership workflow automation
Automate the dealership workflows that slow your team down.
Not a packaged chatbot and not generic automation. We pick two or three handoffs that currently depend on somebody remembering, then build them into software with a person still in the loop where judgement belongs.
This is a supporting capability. Most engagements now start with analytics or vehicle and offer content quality; see also AI-enabled workflows & tools.
Three workflows we build
Trigger, actions, human review, exceptions, outcome.
Lead routing
- Trigger
- A shopper submits an enquiry, calls, or texts about a specific vehicle.
- Actions
- The lead is created with the vehicle attached, assigned by an agreed rule — availability, source, or vehicle type — and acknowledged to the shopper immediately.
- Human review
- The assigned salesperson sees the lead in the tool they already use and can reassign it. Nothing is auto-replied beyond the acknowledgement you approve.
- Exception handling
- If nobody accepts within the agreed window, the lead escalates to a manager rather than sitting unowned.
- What you can observe
- Time to first response, and the share of leads with a named owner.
Reconditioning handoffs
- Trigger
- A vehicle changes recon status — arrived, in service, in detail, photo-ready, frontline.
- Actions
- The next person is notified, the vehicle's expected frontline date updates, and photo or listing work is queued once it is ready.
- Human review
- Status is set by the person doing the work, not inferred. A manager can override a date with a reason attached.
- Exception handling
- Vehicles sitting past an agreed threshold at any stage appear on an ageing list instead of quietly waiting.
- What you can observe
- Days from arrival to frontline, and the number of units stalled at each stage.
Listing publication
- Trigger
- A vehicle becomes photo-complete and priced.
- Actions
- Required fields are checked, the listing publishes to your site and configured channels, and a sold unit is removed the same way.
- Human review
- Anything failing the completeness check is held with the missing items listed, for a person to fix and release.
- Exception handling
- A failed publish alerts a person and is retried; it does not disappear into a log nobody reads.
- What you can observe
- Time from arrival to live listing, and listings live with complete photos and price.
Engagement
One workflow first, measured before the next.
How it runs
We map the workflow with the people who do it, agree the trigger and the decision points, build it, then run it alongside the current process until the numbers hold up.
Cost drivers
How many systems the workflow touches, whether the data it needs already exists, whether an integration has to be built first, and the level of monitoring and support you want afterwards.
Limitations
Automation cannot fix a step nobody currently performs, and it cannot write into a vendor system we do not have approved access to. Where a workflow depends on either, that becomes the first thing to resolve, not a hidden assumption.
Ownership and support
You own the workflow definitions and the data. Support terms, response expectations and the cost of future changes are agreed before the build starts.
Start a conversation
What should your data help you do next?
Tell us where pricing, vehicle content or day-to-day execution needs a clearer next step.