01
Multi-location daily view
Unified calendar showing all 6 locations with real-time capacity indicators.
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Automotive Services
Multi-Location Automotive Service Group
A six-location scheduling system replacing spreadsheet chaos, plus an AI voice agent that handles overflow and after-hours calls.
ReactTypeScriptSupabaseEdge FunctionsShop management APICRM integrationRetellTwilio SMSNHTSA vPIC
Impact
Annualized impact
0%
Of after-hours and overflow leads booked by the voice agent
Scheduling system
Separate spreadsheets w/ daily tabs6
Unified scheduling platform1
Across 6 locations
01
6
Locations
02
30%
Of overflow and after-hours leads booked by the voice agent
03
1
Source of truth across all locations
04
24/7
Phone coverage
Live · production
What the voice agent is doing right now.
Voice agent · live activity feed
streaming
14:32Booked · Ceramic · LovelandBOOKED
14:31Qualified · Tint quote · AuroraLEAD
14:28Transferred · Randy · pricingXFER
14:24Booked · PPF · Fort CollinsBOOKED
14:21After-hours · callback setCALLBK
01 // The challenge
The challenge.
Replace a six-location spreadsheet system with something the team could actually run a business on.
- 01Each of 6 locations had its own spreadsheet, with a separate tab for every day of the week
- 02Broken formulas and copy-paste errors caused appointments to get lost or duplicated
- 03End-of-month rollover into a fresh spreadsheet meant the wrong file kept getting reused
- 04No search, no reporting, and no after-hours coverage when the phones kept ringing
Why off-the-shelf wouldn't work
Off-the-shelf scheduling tools couldn't integrate with the client's shop management system (their service and inventory source of truth) or handle the multi-technician, multi-location, split-job complexity this group actually runs. Generic schedulers also don't carry VIN data through to the appointment, which is core to how this team quotes and scopes work.
02 // What we built
What we built.
02
Multi-technician job splitting
Assign teammates to jobs and split a single work order across multiple technicians or even locations.
03
VIN decoding integration
Tech enters a VIN, the system pulls full vehicle specs from NHTSA vPIC. No more manual lookup.
04
Shop management sync
Live integration with the shop management platform pulls service line items, inventory, and customer history straight into the appointment.
05
Flash sales engine
Run time-sensitive promotional campaigns over SMS and AI voice to fill the schedule during slow periods.
06
AI voice agent
Handles overflow during peak hours and all after-hours calls. Trained on the full product catalog, can answer vehicle-specific questions, and sends a booking link via SMS during the call to close the appointment.
03 // Technical implementation
Architecture overview.
A web-based React + TypeScript scheduling platform with a Supabase backend, secured via Edge Functions for API integration. Two-way sync with the shop management system handles service and inventory data, the CRM tracks the marketing side, and NHTSA vPIC handles VIN decoding. The voice layer runs on Retell with Twilio SMS for booking-link delivery in real time during calls.
technical-highlights.md
- → Edge Functions for shop management API integration
- → Real-time Supabase subscriptions for live updates
- → NHTSA vPIC integration for VIN decoding
- → Role-based access across locations
- → Retell voice agent with custom tool calls for booking link delivery
- → Twilio SMS for flash sale campaigns and reminders
04 // What this demonstrates
Full-stack developmentAPI integrationDatabase designReal-time systemsAI voice agentsMulti-location operations
In their own register
From spreadsheet chaos to a single source of truth across 6 locations.
The voice agent answers the phone when no one else can, and books 30% of the leads it touches.
VIN in, full vehicle specs out, no more manual lookup.
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