Email triage for garages and car dealerships
A garage’s inbox mixes booking requests, assessment reports, parts order confirmations, customer follow-ups and supplier advertising. A handful of these messages condition a same-day handover; they wait in the queue like the rest.
In your day-to-day
- 01
Detection of assessment reports and approvals, attached to the repair order concerned and flagged to the workshop manager.
- 02
Booking requests extracted into the workshop diary, with the reason and registration plate already filled in.
- 03
Parts order confirmations matched against waiting repair orders, to spot what unblocks a handover.
A typical scenario
A dealership’s after-sales inbox swallows 120 messages a day: booking requests, assessment reports, parts confirmations, manufacturer leads, newsletters.
- 01
7:55 AM: the after-sales leads the manufacturer sent overnight are already on the call list, vehicle history pulled from the DMS.
- 02
“Here are the photos you asked for”, no reference, no plate in the subject line: the agent reads the plate off the photo and attaches the item to the right repair order.
- 03
A complaint lands through the manufacturer form: filed priority, passed to the director with the repair order and history — the reply leaves before the survey score settles in.
What changes
After-sales opens on an ordered queue. Blocking parts, cooling leads and irritated customers no longer spend the night unanswered.
Order of magnitude
Working assumptions
- →1.5 hours of sorting morning and evening by the service advisor
- →a dozen messages a day condition a handover or a lead to call back
About 3 hours a day given back to reception, and critical messages entering the workflow in minutes instead of half a day.
Indicative estimate built on average sector assumptions — it gets recalibrated on your actual volumes during scoping.
What eats your days
- →
The phone rings all day for vehicle status — and every answer means checking the DMS or disturbing the workshop.
- →
Repair orders stay open because of a backordered part or a pending insurance approval, and nobody has time to chase the supplier or the assessor.
- →
Invoices to companies, fleets and insurers slip week after week because collection comes after the workshop.
How it works
- 1
Measure before sorting
We start by measuring the real flow: who writes, about what, what actually needs action. Sorting rules are built on that data — not on impressions.
- 2
Sort, extract, route
The agent classifies each message, extracts the useful data (references, amounts, deadlines) into your tools, and routes to the right person. Urgent items are flagged within minutes.
- 3
Answer the recurring
Acknowledgements, document requests, standard questions: the agent replies on its own within the approved fence. The rest lands pre-qualified in your team’s queue.
Typical results
95%
of messages classified and routed with no human involved
4 min
between an urgent message arriving and being flagged
0
client requests lost in the pile
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Does the agent recognise emails from assessors and insurers?+
Yes: senders, report formats and claim references are learned on your real flow during calibration. An incoming approval is attached to its file and flagged within minutes, not discovered the next day.
Customers have written to the same address forever — must it change?+
No — the agent works inside the existing mailbox. Your customers see no difference except response speed.
Is this the problem eating your team’s time?
Tell us how you work today — 30-minute call, then a free written diagnostic of what this agent would change for you, with numbers.
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