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    Automotive Services

    The whole business ran on spreadsheets.

    Six locations, each with its own spreadsheet, a tab for every day, and appointments vanishing into broken formulas — replaced by one system the team actually runs the business on.

    ReactTypeScriptSupabaseEdge FunctionsShop management APICRM integrationRetellTwilio SMSNHTSA vPIC

    Broken

    Six spreadsheets, a tab for every day, appointments getting lost.

    Built

    One scheduling platform for all six locations, plus AI intake on the phones.

    Now

    30% of overflow and after-hours calls become booked jobs.

    01 // Before and after

    Wednesday · All locations Live

    BOULDER

    9:00

    Tint

    11:30

    Ceramic

    LOVELAND

    8:30

    PPF

    1:00

    Detail

    AURORA

    9:15

    Tint

    VIN ✓

    12:00

    Correction

    3:30

    Ceramic

    FORT COLLINS

    10:00

    Detail

    2:00

    Tint

    DENVER

    8:00

    Ceramic

    11:45

    PPF

    GREELEY

    9:45

    Tint

    2:30

    Detail

    Schedule_Boulder_FINAL_v3 (2).xlsx
    TIME CUSTOMER SERVICE BAY TECH
    8:30 R. Alvarez Ceramic coat 1 Danny
    9:00 M. Torres Window tint 2 Danny
    9:00 M. Torres Window tint 2 Danny
    10:15 K. Whitfield PPF — hood 3 Sonia
    11:00 J. Park Detail / interior 1 Ray
    1:30 B. Nguyen Tint — rears #REF! Sonia
    3:00 L. Grady Paint correction 2 Ray
    MONTUEWEDTHUFRISATSUN
    Before · The spreadsheetAfter · The system

    One of the six spreadsheets, and the system that replaced all of them.

    02 // 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 shop management system that holds service and inventory, 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 the team quotes and scopes work.

    03 // What we built

    01

    Multi-location daily view

    Unified calendar showing all 6 locations with real-time capacity indicators.

    scheduler · wednesday

    BOULDER

    9:00

    Tint

    11:30

    Ceramic

    LOVELAND

    8:30

    PPF

    1:00

    Detail

    AURORA

    9:15

    Tint

    12:00

    Correction

    FORT COLLINS

    10:00

    Detail

    2:00

    Tint

    DENVER

    8:00

    Ceramic

    11:45

    PPF

    GREELEY

    9:45

    Tint

    2:30

    Detail

    03

    VIN decoding integration

    A VIN goes in, full vehicle specifications come back. No more manual lookup.

    vin decode

    VIN

    |

    YEAR

    2003

    MAKE

    HONDA

    MODEL

    ACCORD

    ENGINE

    3.0L V6

    Decoded ✓

    06

    AI intake system

    Handles overflow during peak hours and all after-hours calls, answers vehicle-specific questions, and sends a booking link by SMS during the call.

    incoming · 6:47 pm
    Do you guys do ceramic on a Model 3?
    We do — I can get you booked. Texting you a link now.
    📱 booking.craftauto.co/x9k2
    Booked ✓
    02Multi-technician job splittingSplit one work order across techs or locations.
    04Shop management syncService lines, inventory, and history pulled straight into the appointment.
    05Flash sales engineSMS + outbound campaigns that fill slow periods.

    Live · production

    What the intake system is doing right now.

    Intake system · 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

    04 // Impact

    Annualized impact

    0%

    Of after-hours and overflow leads booked by the intake system

    Scheduling system

    Separate spreadsheets w/ daily tabs6
    Unified scheduling platform1

    Across 6 locations

    Six locations now run on one schedule, with the phones covered around the clock.

    05 // Technical implementation

    Architecture overview.

    A React + TypeScript scheduling platform on a Supabase backend, with Edge Functions handling secured API integration. Two-way sync with the shop management system covers service and inventory data. NHTSA vPIC handles VIN decoding. The conversation layer runs on Retell with Twilio SMS delivering booking links live 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 intake system with custom tool calls for booking link delivery
    • → Twilio SMS for flash sale campaigns and reminders

    06 // Field notes

    From spreadsheet chaos to a single source of truth across six locations.

    The intake system answers when no one else can — and books 30% of what it touches.

    VIN in, full specs out. No more manual lookup.

    Let's talk about what you're trying to fix.

    Thirty minutes. No pitch deck.