Challenge

Problem: The shop was overwhelmed with 2,000+ inbound calls per month, and with the owner also working in the shop, there was no one available to answer calls full-time. In addition, customers reached out via Facebook, Instagram, and email, but without a structured system, many inquiries were left unanswered or responded to too late.

Manual Time Spent: Staff attempted to manually call back missed leads, but with only so much time in a day, they couldn’t keep up.Manually managing social media DMs and email inquiries was disorganized, leading to delayed responses and lost sales.10+ hours per week were spent attempting to recover leads, but inefficiencies made it nearly impossible to handle the volume.

Financial Cost: Over 600 missed calls per month, with 270 being first-time callers—each representing a potential new customer.The shop’s average customer value was $500, and with a 30% close rate, they were losing $40,000–$50,000 per month from missed leads. Social media inquiries often went cold due to late responses, with competitors capturing those leads instead.

Solution Implemented

AI-Powered Lead Recapture & Engagement System:Implemented a Missed Call AI Assistant that automatically responded to missed calls within seconds via SMS. Instead of a generic text, it used AI-powered conversational flows to ask questions, provide answers, and guide the lead toward booking an appointment.Example response:“Hey [Customer Name], we just missed your call! Are you looking for a tire change, repair, or something else? I can help you schedule a quick appointment.”The AI analyzed responses and continued the conversation—offering pricing details, estimated wait times, and booking links.

AI-Driven Social Media & Email Capture:Integrated Facebook & Instagram chatbots to automatically engage with DM inquiries in real time.The chatbot was trained on frequently asked questions, such as pricing, availability, and services offered, ensuring fast and accurate responses.Leads who needed human follow-ups were tagged and assigned to staff automatically.For email inquiries, the AI drafted personalized responses within minutes, ensuring no lead was ignored.

Seamless Appointment Booking & CRM Integration:Leads were directed to self-schedule appointments via a simple booking link, eliminating unnecessary back-and-forth.A centralized dashboard was created to manage calls, texts, emails, and social media messages in one place, giving the business owner full visibility over lead flow.Automated reminders and confirmations reduced appointment no-shows.

Results

Time Savings:Eliminated 10+ hours per week of manual lead chasing.24/7 lead engagement without hiring extra staff.Revenue Impact:40% of missed leads re-engaged through AI-driven responses.50% increase in booked appointments, leading to $50,000+ in recovered revenue.2X improvement in conversion rates, as leads were engaged instantly rather than waiting hours or days for a response.Operational Efficiency:Reduced pressure on staff, allowing them to focus on in-shop work instead of constantly answering phones.Ensured faster response times across all channels, leading to higher customer satisfaction.

Second-Order Benefits

No Lead Left Behind: Customers who reached out via calls, DMs, and emails were engaged instantly—eliminating lost opportunities.Better Marketing ROI: With more leads converting, the shop saw a 2X improvement in return on ad spend (ROAS) from digital marketing efforts.Scalability: The shop could now handle 5X more inquiries without hiring additional staff.Competitive Advantage: The AI-powered instant response system helped them outperform competitors, many of whom still relied on slow manual follow-ups.

Client Testimonial

"Before, it felt like we were constantly playing catch-up. Calls would come in back-to-back, and we’d miss so many that we just assumed it was part of the business. But when we saw the numbers, it was a wake-up call—we were losing tens of thousands of dollars just because we couldn’t answer fast enough. Now, the AI handles it for us. Customers get a response right away, we’re booking way more appointments, and I don’t have to stress about missed calls anymore. It’s honestly like having an extra team member without the overhead."