Customer Support and Voice AI
AI receptionist for small business: calls, bookings and handoffs
What an AI receptionist does on a real call, the rules that apply, a sample greeting and a pass/fail checklist to launch one safely.
Outbound
AI Outbound Calling Agent for Automotive
Sales and service leads that landed after showroom hours get a call the next morning, with test drives and services booked.
Web leads and missed calls land overnight and at weekends, and by the time sales calls back, the buyer has visited another dealer. This agent phones those leads when your morning calling window opens, books test drives and service appointments, confirms them, reminds customers when a service is due and follows up after visits. Every outcome goes into your DMS or CRM.
- Calls overnight and weekend leads as soon as your window opens
- Confirms test drives and services to cut no-shows
- Answers trade-in questions without ever quoting a valuation
$8,400
20–30 working days
Optional maintenance $420/mo
What it is
AI Outbound Calling Agent for Automotive calls back sales and service leads that arrived after showroom hours, books test drives and service appointments into your calendar, follows up after visits, and handles common trade-in questions from information you approve. Outcomes go into your dealer management system or CRM.
Why businesses buy it
Dealerships pay for every lead, then let many of them wait half a morning for a call. Unconfirmed test drives leave salespeople idle, and service reminders slip when the workshop office is busy. This agent makes those calls on time, books into the calendar your team already uses and writes each outcome to the DMS or CRM. Trade-in figures always stay with your appraiser. The Scope Card fixes the flows, systems and calling rules before you order, so the dealership knows exactly what the agent will do.
Problems this solves
Leads sent after showroom hours are cold by the morning
The agent calls back sales and service leads that arrived out of hours. It books test drives and service appointments into your calendar while the customer is still keen.
Post-visit follow-up calls slip when the sales floor is busy
Follow-up calls after a test drive or service visit run from the automotive workflow template. Customers ready to talk numbers are transferred to a salesperson.
Trade-in questions take sales staff away from the floor
Common trade-in questions are answered from information you approve. The agent does not value vehicles; it notes details and passes them to your appraiser. That keeps salespeople with the customers already on the showroom floor.
Call outcomes never reach the dealer management system
Each call outcome is written to your dealer management system or CRM through the agreed connection. Managers can see who was called and what happened.
A good fit if
Web leads and missed calls arrive overnight and at weekends, and the sales team reaches them hours later.
Service reminders depend on someone in the workshop office finding time to phone customers whose vehicle is due.
Test drives get booked but rarely confirmed, so a salesperson's slot is lost when the buyer does not turn up.
Buyers ask the same trade-in questions, such as which documents to bring, and your team could write the answers down once.
Not the right fit if
You mainly want inbound calls answered while the showroom is closed. See AI Voice Receptionist for Automotive.
Customers ring in to book, move or cancel service slots and you have no outbound list to work. See AI Voice Booking Agent for Automotive.
You want leads that went quiet chased across chat and email using past conversation context. See AI Follow-Up Engine for Automotive.
Several sites each need their own numbers, calendars and transfer rules. Add Multi-Location Setup, when you order.
You want booking confirmations sent by text after each call. Add the SMS Channel Add-on, with the build.
How it works
- Overnight leads from your website, missed calls and the DMS are queued, then called once your morning calling window opens.
- The call confirms which vehicle or service the person enquired about, using your stock and service information, and asks the questions your sales or service desk needs answered.
- Test drives and service appointments are booked into the connected calendar inside your slot rules, and the time is confirmed back to the customer.
- Trade-in questions are answered from the information you approve, such as paperwork and inspection steps; requests for a valuation figure go to sales as a callback.
- After a test drive or service visit, a follow-up call checks how it went and whether the buyer wants a next step, with a live transfer to sales when they do.
- Every outcome is written to your dealer management system or CRM with the transcript, so the morning team can see who was reached and what was agreed.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- A voice and telephony account in your dealership's name, such as Twilio, Vonage or Exotel, with the number calls will come from.
- Access to your dealer management system or CRM and to the calendar used for test drives and service.
- Service, test-drive and trade-in information you are happy for customers to hear, as documents or an FAQ set.
- Transfer numbers for sales and the service desk, plus showroom and workshop hours.
- Calling windows, retry limits, opt-out handling and recording disclosure wording.
- Your preferred voice, and one person who approves the flows.
- Documented prior consent for every number we call, with your lists scrubbed against applicable do-not-call lists before each campaign. We do not give legal advice, so confirm your calling obligations with your own counsel.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified; lead sources, slot rules and trade-in boundaries agreed.
Weeks 1–2
Overnight lead, test-drive, service and follow-up flows built on the Automotive template.
Week 3
DMS or CRM and the booking calendar connected and tested with sample records.
Weeks 3–4
50 test calls covering sales and service scenarios, with transcripts.
Week 4
You review the calls; two rounds of changes follow.
Go-live
Live on your number, recorded handoff, start of 30 days of support.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $8,400 |
| Express | 15–25 working days | $9,450 |
| Rush | 10–20 working days | $10,500 |
What you receive at handover
- The automotive outbound calling agent, configured and live on one phone number
- The automotive intent library and workflow templates, including test-drive, service and follow-up flows within the five-flow limit
- Connection to up to two agreed systems, such as your DMS or CRM and the booking calendar
- A test report using automotive scenarios, with transcripts of 50 test calls
- An admin guide, a recorded 60-minute handoff session and 30 days of post-launch support
Expected benefits and how to measure them
- Out-of-hours leads can be contacted sooner and booked in.
- Follow-up after visits can happen every time, not just on quiet days.
- Managers can see call outcomes in the dealership's own system.
- Lead response time
- Compare time from web lead to first call in your CRM, for the month before and after launch.
- Test drives booked from out-of-hours leads
- Count test drives in the calendar that came from overnight leads, across both months.
- Follow-up completion
- Check the share of test drives and services with a logged follow-up call in the DMS or CRM.
Before you start: Export a month of web leads with their first-contact times. Record how many test drives and service visits received a follow-up call.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build is paid for once. Running costs sit in your own voice, AI and telephony accounts: roughly $0.13 to $0.31 per connected minute all in, plus number rental. A busy Monday of overnight leads costs more than a quiet midweek morning, and retries on unanswered numbers add telephony time.
Your DMS or CRM subscription is unchanged, and AI usage during build and testing is billed to your accounts.
Ask about running costsCustom requirements
A sixth call flow, a second brand's script set or a third connected system sits outside the Scope Card. Add a note at checkout and a written Change Quote arrives; nothing extra starts until you accept it.
Request a custom versionKeep it running
Optional monthly maintenance covers monitoring, fixes and monthly change hours for changes such as new service offers or an updated trade-in FAQ. It starts after the 30 days of support.
$420/mo (5% of the build price a month, includes 4 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | A dealer calling tool bills monthly per user | A BDC outsourcing firm charges a monthly fee per lead or per seat | Ours is one fixed price, shown on this page before you buy |
| Overnight leads | They wait until a person logs in | Covered only during staffed hours | Ours calls them as soon as your morning window opens |
| Trade-in questions | Left to the salesperson | Answered from a script the firm keeps | Ours answers from your approved information and passes valuations to staff |
| Records | A dial log | A daily spreadsheet | Ours writes transcript and outcome into your DMS or CRM |
Questions about this product
Can the Automotive calling agent phone leads that arrived overnight?
Yes. Leads captured after showroom hours, from your website, missed calls or your DMS, wait in a queue and are called once your morning calling window opens. The agent knows which vehicle or service each lead asked about, so the first question is relevant, and every attempt is logged against the record.
How does the Automotive agent book test drives and service appointments?
It reads the connected calendar and offers slots that respect your rules, such as test-drive length, workshop capacity per day or which advisor handles which job. Once the customer picks a time, the booking is written to the calendar and the DMS or CRM, and the details are read back before the call ends.
Will the agent give a trade-in valuation over the phone?
No. It answers general trade-in questions from information you approve, such as what paperwork to bring or how your appraisal works, but it never states a figure. A customer who wants a number is offered a callback or an appraisal slot, and the request goes to your sales team with the transcript.
What does the agent read from our dealer management system?
Only what the agreed call flows need: the contact, the lead or service record, and the vehicle or job it relates to. After each call it writes back the outcome, transcript and any booking. The DMS or CRM counts as one of your two connected systems, normally alongside a calendar.
What do automotive outbound calls cost each month?
Roughly $0.13 to $0.31 per connected call minute all in, plus number rental, paid directly to your voice, AI and telephony providers. Your monthly total depends on lead volume, service reminder lists and how many retries you allow on unanswered numbers. There is no per-call charge from us.
How soon can the Automotive outbound agent start calling?
The delivery panel on this page shows the timeline for each speed. Intake, including DMS or CRM access, calendar access, scripts and calling windows, must be complete within 72 hours of ordering, and late items push the date back. We then place fifty test calls covering lead call-backs, test-drive bookings and service reminders before any customer is dialed.
Can the Automotive agent text a confirmation after booking a test drive?
Not within the base scope, which covers one phone number. Add the SMS Channel Add-on with the build, priced at $1,500 at standard delivery, $1,800 at express and $2,100 at rush, and booking confirmations can follow the call by text. It must be ordered together with this product.
Guides on this topic
All guides Reach the overnight lead before the dealer down the road does.
Order AI Outbound Calling Agent for Automotive today and it goes live on a fixed delivery date. The scope above is exactly what you get, in writing, before you pay.
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