--- title: "Automotive Services case study | Craft Digital" description: "Six locations, each with its own spreadsheet and a tab for every day — replaced by one scheduling system, with an intake system covering the phones around" lang: en json-ld: | [ { "@context": "https://schema.org", "@type": "Organization", "name": "Craft Digital", "url": "https://craft-digital-systems.lovable.app/", "logo": "https://craft-digital-systems.lovable.app/og-image.png", "description": "Custom software, AI, automation, and operational infrastructure for mid-market operators and their investors." }, { "@context": "https://schema.org", "@type": "WebSite", "name": "Craft Digital", "url": "https://craft-digital-systems.lovable.app/" }, [ { "@context": "https://schema.org", "@type": "Service", "name": "Automotive Services operational infrastructure", "description": "Six locations, each with its own spreadsheet and a tab for every day — replaced by one scheduling system, with an intake system covering the phones around the clock.", "serviceType": "Multi-location, Inbound conversion, PE-backed, Scheduling, Voice & Chat, Websites", "areaServed": "United States", "url": "https://craft-digital-systems.lovable.app/case-study/multi-location-automotive", "provider": { "@type": "Organization", "name": "Craft Digital", "url": "https://craft-digital-systems.lovable.app/" } }, { "@context": "https://schema.org", "@type": "BreadcrumbList", "itemListElement": [ { "@type": "ListItem", "position": 1, "name": "Case Studies", "item": "https://craft-digital-systems.lovable.app/work" }, { "@type": "ListItem", "position": 2, "name": "Automotive Services case study", "item": "https://craft-digital-systems.lovable.app/case-study/multi-location-automotive" } ] } ] ] --- [![Craft Digital](/__l5e/assets-v1/bc7a6fac-7a94-4caa-a751-a7e463885a50/craft-logo-full-color.svg) ](/) [Solutions](/solutions)[Custom Development](/custom-development)[Case Studies](/work)[About](/about) Book a Call Menu [← Back to case studies](/work) 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. React TypeScript Supabase Edge Functions Shop management API CRM integration Retell Twilio SMS NHTSA 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 MON TUE WED THU FRI SAT SUN Before · The spreadsheet After · 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. - 01 Each of 6 locations had its own spreadsheet, with a separate tab for every day of the week - 02 Broken formulas and copy-paste errors caused appointments to get lost or duplicated - 03 End-of-month rollover into a fresh spreadsheet meant the wrong file kept getting reused - 04 No 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 ✓ 02 Multi-technician job splitting Split one work order across techs or locations. 04 Shop management sync Service lines, inventory, and history pulled straight into the appointment. 05 Flash sales engine SMS + outbound campaigns that fill slow periods. Live · production ## What the intake system is doing _right now._ Intake system · live activity feed streaming 14:32 Booked · Ceramic · Loveland BOOKED 14:31 Qualified · Tint quote · Aurora LEAD 14:28 Transferred · Randy · pricing XFER 14:24 Booked · PPF · Fort Collins BOOKED 14:21 After-hours · callback set CALLBK 04 // Impact Annualized impact 0% Of after-hours and overflow leads booked by the intake system Scheduling system Separate spreadsheets w/ daily tabs 6 Unified scheduling platform 1 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. 07 // Related case studies [ Manufacturing / Enterprise ### The Manufacturer's Operating System. Seven connected systems on one data foundation, delivered in sequence — each live before the next begins. Read case study ](/case-study/enterprise-manufacturer-operating-system)[ Field Services / Multi-Location Franchise ### The phone rings at 7pm. Nobody's there. Nights, weekends, and storm-season surges — an AI voice system that answers, qualifies, and books the appointments the business used to sleep through. Read case study ](/case-study/tree-care-after-hours)[ Field Services / Multi-Location Franchise ### Thirty locations. One front door. No callbacks. Every inbound call for a doubling franchise network — answered, routed to the right territory, and booked into a real time slot on the first call. Read case study ](/case-study/tree-care-central-hub) ## Let's talk about _what you're trying to fix._ Thirty minutes. No pitch deck. Book a conversation [![Craft Digital](/__l5e/assets-v1/b959f9c9-7914-488d-b4ec-368b171a61e0/craft-logo-white.svg) ](/) We build AI software that replaces spreadsheets, disconnected systems, and manual work. 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