Lead response and booking automation
Dealer leads answered in minutes and test drives booked automatically
Leads from the website, marketplaces and OEM portals went to a shared inbox and waited for a rep. We built an AI response layer that replies within minutes, answers stock and finance questions from live inventory, and books test drives into the showroom calendar.
- Client
- Multi-brand dealership group
- Region
- United States
- Scale
- 6 locations
- Timeline
- 6 weeks across 6 locations
Representative engagement. Client details are anonymised and figures reflect typical outcomes from comparable deployments.
What the client got
0 min
Median first response
Including evenings and weekends.
0%
More test drives booked
Self-service booking removes the phone-tag drop-off.
0%
Fewer no-shows
Automated reminders with one-tap rescheduling.
The bottlenecks
Bottleneck 1
First response depended on who was on the floor
Weekend and evening leads could wait until the next shift. Marketplace buyers had already bought elsewhere.
Bottleneck 2
Reps answered the same stock questions all day
Is it still available, what is the mileage, can I finance it. Each answer meant opening the DMS and typing.
Bottleneck 3
Test drives were coordinated by phone tag
Three calls to agree a time, and no-shows because nobody sent a reminder.
What we built
Step 1
Unified lead intake
Website forms, marketplace leads and OEM portal leads flow into one queue through Make.com, de-duplicated and matched to the vehicle of interest.
Step 2
AI first response from live inventory
The agent replies by email or SMS with availability, key specs and indicative finance, pulled from the DMS at the moment of reply.
Step 3
Self-service test drive booking
Buyers pick a slot that respects showroom hours, vehicle availability and rep capacity. Confirmation and reminders go out automatically.
Step 4
Rep hand-off with context
The assigned rep sees the thread, the vehicle and the buyer's stated needs in the CRM before the appointment.
The automation workflow
Lead to test drive flow
Every source, one response standard
Questions clients ask about this engagement
Does it work with our dealer management system?
We have connected to the common DMS and CRM platforms through their APIs and, where needed, scheduled inventory feeds.
What about leads that want to negotiate?
Pricing conversations are routed to a rep immediately. The AI handles availability, specs, finance estimates and booking only.
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Have a similar bottleneck?
Tell us how the work happens today. We will show you the workflow we would build and prototype it on your own process.