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Automation

How to automate the management of a car workshop

· 5 min read

Everyday problems in a workshop

If you manage a car repair workshop, this will sound familiar: the phone rings non-stop, you miss calls while you’re under a car, customers message on WhatsApp at all hours asking about their vehicle’s status, and quotes pile up on paper notes that sometimes get lost.

These aren’t minor problems. Every missed call is a potential customer going to the competition. Every quote that takes too long reduces the chances the customer will accept. And the time your team spends on admin tasks is time not spent on what actually generates revenue: repairing cars.

What can be automated?

The good news is that most of these repetitive tasks can be automated with accessible technology. We’re not talking about robots or million-euro investments, but practical tools that work for you around the clock.

Intelligent call filtering

An automated system can answer calls when you can’t, filter urgent ones from those that can wait, and collect basic client information (name, vehicle, problem). So when you finish with the car on the lift, you already have an organised list of pending calls with all the information you need.

WhatsApp appointment management

Your customers already use WhatsApp for everything. An automated system can let them request appointments, check availability, and receive confirmations directly via WhatsApp, without you having to reply to each message individually. The system filters requests, organises them, and you just need to approve or adjust.

Automatic repair tracking

When a customer drops off their car, they want to know how it’s going. Instead of receiving calls asking about the status, an automated system can send notifications when the car enters the workshop, when an additional problem is found, and when it’s ready for collection. The customer stays informed and you don’t waste time on the phone.

Quotes and invoicing

Generate quotes from predefined templates, send them automatically to the customer, and convert them into an invoice when the work is approved. Everything connected, without duplicating data and without transcription errors.

Try it yourself

We’ve created an interactive automation demo for car workshops where you can see exactly how this type of system works. It’s not a video or a presentation: it’s a real simulation where you can interact with the features and see how calls, WhatsApp messages, and appointments are managed.

The demo lets you experience the complete flow: from a customer trying to get in touch to being assigned an appointment and receiving confirmation. In less than 5 minutes you’ll understand the potential of automation for your workshop.

Real benefits

Workshops that implement this type of automation report concrete improvements:

  • Zero missed calls: the system always answers, even when you’re busy. Client data is automatically recorded so you can call them back when you’re free.
  • Less time on admin: tasks like scheduling appointments, sending reminders, or generating quotes go from taking hours to taking minutes.
  • Better customer experience: your customers get fast responses, proactive updates, and a professional service that keeps them coming back.
  • More revenue from the same hours: by eliminating time wasted on admin tasks, you can service more cars with the same team.

First steps

You don’t need to revolutionise your technology overnight. Automation works best when implemented step by step:

  1. Identify your main bottleneck: is it call management? Quotes? Client communication? Start with the point that consumes the most time or loses you the most revenue.

  2. Choose a solution that fits your workflow: not all workshops operate the same way. A good solution is configured to match how you work, not the other way around.

  3. Try before you commit: any serious provider will let you see a demo or test the system before investing. If they don’t, find another provider.

  4. Train your team: the best tool is useless if nobody uses it. Dedicate time to ensuring your team understands the system and sees the advantages.

  5. Measure and adjust: after a few weeks, review the numbers. How many calls have been automatically handled? How much time has been saved? This data helps you decide the next steps.

If you want to see how automation can transform your workshop’s operations, try our interactive demo or check out our custom development services. To understand how much a solution like this costs or learn more about business process automation, we have dedicated guides. We’re based in Madrid and Murcia, and the first consultation is free.