AI, automation and custom software for dealerships, built around the DMS and CRM you already run
You keep CDK, Reynolds, Dealertrack, VinSolutions, DealerSocket, Xtime or whatever your store runs. We build the layer your vendors never sold you. Your service call gets answered and booked with the right op-code while your advisor writes up the lane. Your internet lead gets a real answer in a minute instead of after lunch.
What changes in your store
3 things that decide this
- 01Numa's read of more than 600 franchise service departments puts the average store at 158 missed calls a month, and CDK's own analysis puts the average service hold at over nine minutes. Your line answers instead. It captures the customer, the VIN and the concern, books a real slot with the right op-code and advisor, and hands anything about safety or a recall straight to a person.
- 02Pied Piper's 2025 secret-shop of more than 4,000 dealerships found 15% never responded to a web inquiry inside a day, and only 38% of texts answered the question asked. We answer the real question and set the appointment. Notes and tasks go into VinSolutions, DealerSocket or whatever CRM you run, so your BDC picks up a conversation instead of starting one.
- 03Most of what's left leaks between systems. Stips arrive as phone photos and get re-keyed into Dealertrack and the deal screen, and declined work never gets followed up. Cox Automotive's 2025 service study found only 54% of owners with a car two years old or newer come back to the dealer, down from 72% in 2023. We build the paperwork assembly, the 30/60/90 follow-up and the recall lists, then put car count, ARO and hours per RO on one screen by rooftop.
Eight places a dealership leaks booked ROs and set appointments, and what we put in each one
These are the eight areas our audits keep finding in a store, in the order a customer meets them. Each one links to the page that owns it.
The service line answers at 8:15, not after nine minutes of hold.
Half of your appointment calls land between eight and eleven-thirty, and Mondays and Tuesdays carry more than half the week's service calls, by Numa's vendor data across franchise service departments. Your advisor is writing up cars in the lane while the desk phone rings. We add intake that answers every ring and captures customer, vehicle and concern. It books into Xtime, myKaarma or the DMS scheduler with the op-code and advisor rotation, then texts the confirmation.
AI front counter for automotive →
Nobody calls the advisor to ask where their car is.
Status calls eat the same hours your write-ups do, and on a body job with a back-ordered part the same customer rings every afternoon. We send stage-based texts from live RO status and let the agent answer "is it ready?" from the same record. A delay a customer will be unhappy about still gets delivered by your advisor.
How to stop "is my car ready?" calls →
Answered in a minute, booked before lunch.
A web inquiry lands at 9:40 and round-robins to a salesperson who's on the floor with a customer. What happens after that is whatever he remembers. Pied Piper's 2025 shop found 15% of stores never responded inside 24 hours. We answer the actual question about stock or price band, set the appointment, and write the notes and tasks to your CRM. Price and desking stay with your sales manager.
How fast should a dealership respond to an internet lead? →
The deal jacket assembles itself. The disclosure doesn't.
Cox Automotive's 2025 Car Buyer Journey found 48% of buyers want to apply for credit online and 33% actually do. So stips still arrive by phone photo and email, and your F&I manager re-keys them into Dealertrack, RouteOne and the deal screen. We build the stip checklist, OCR into the deal jacket, missing-item nudges and a lender-stip tracker. Every menu, disclosure and signature stays with F&I.
Custom software for automotive →
Your DMS stays. We build what it won't.
Four systems, five logins, and every integration carries a fee. DMS access is certified and priced, and the 2024 CDK outage put stores back on paper for weeks. We build one layer: the certified programme where your store has it, read-only extracts where it doesn't, and a reviewed queue where neither is on the table. Your controller signs any write to a deal or the ledger.
Custom software for automotive →
Declined work comes back at 30, 60 and 90 days.
Your advisor recommends four lines, the customer approves two, and the other two are never mentioned again. We log the declined lines against the vehicle and run the follow-up on a schedule you set. It carries the estimate your advisor wrote, not a price the software invented.
Shop automation for automotive →
Recalls, first services and maintenance lists built overnight.
Cox Automotive's 2025 service study found dealerships handle 12% fewer service visits than in 2018, and only 54% of owners with a newer car return to the store. We build the open-recall, first-service and mileage lists nightly from your DMS, then let your line and your texts work them. Recall eligibility and any safety judgement goes to an advisor or a technician.
Shop automation for automotive →
Know your car count, your ARO and which rooftop makes money.
Your DMS holds the ROs, your CRM holds the leads, and your phone system holds the calls. Saturday's report gets re-keyed into a spreadsheet so the three can be compared. We pull all of them on a schedule into one model, then give your fixed-ops director a read-only screen: car count, ARO, hours per RO, effective labour rate and lead response by source, all by rooftop.
Custom software for automotive →
From the 8:15 service call to the next recall letter, and where the machine takes over
Four stations where a franchise store is different from an independent shop. Pick your system to see what each step writes back. DealerSocket, Xtime, myKaarma and the rest follow the same pattern, to the depth their certified access allows.
Station 01 · The service drive at 8:15
- Today
- It's Monday, the drive is full, and your advisor is writing up a car with a customer in front of him. Meanwhile the desk phone rings, your BDC is covering sales, and the caller waits on hold or leaves a message nobody plays back until eleven.
- What we automate
- Your service line answers in two rings and takes the name, the vehicle and the concern. It checks whether a loaner is needed, then books a real slot with the op-code and advisor rotation you already use. Your customer gets a confirmation text before they've pulled out of the drive.
- What stays human
- A brake complaint, a warning light with a noise or a smell of fuel goes to an advisor mid-call. So does anything that sounds like a recall. Your line never tells a customer a car is safe to drive, or that a repair can wait.
Writes to CDKCustomer, vehicle and appointment on the service schedule with the op-code, the concern and the call recording.
Station 02 · The internet lead
- Today
- A web inquiry lands at 9:40 asking whether you still have the blue one and what it would cost a month. It round-robins to a salesperson who's with a customer, and the first real reply goes out after lunch, if it goes out at all.
- What we automate
- Within the minute, your line or your inbox answers the question that was actually asked: is the unit still in stock, what trim is it, what does the band look like. It offers two appointment times and sets one. Notes and the next task go into your CRM for the BDC.
- What stays human
- Price and desking stay with your sales manager. No software quotes a payment, a rate, a term or a trade figure, and none of it is a disclosure.
Writes to CDKAppointment written to the store's calendar and the customer matched to the DMS record.
Station 03 · The deal jacket
- Today
- Your credit app is in. Now your F&I manager is chasing a licence photo, proof of income, insurance and the trade title through texts and email. Then all of it gets re-keyed into Dealertrack, RouteOne and the deal screen.
- What we automate
- Every deal gets a stip checklist built from your lender's requirements. Documents arriving by photo or email are read, named, filed to the jacket and checked off. Missing items get chased on a schedule, and the funding packet assembles itself in the order your lender wants.
- What stays human
- Every menu, every disclosure and every signature stays with F&I, under TILA and Reg Z, ECOA and Safeguards. Your controller signs anything that writes to the deal or the ledger.
Writes to CDKDocuments filed to the deal jacket and the stip checklist updated on the deal.
Station 04 · Retention and recalls
- Today
- Declined lines from a March visit are never mentioned again. Open recalls get pulled into a spreadsheet once a month, if somebody has time. Then a CSI survey tells you the customer went to the shop down the street.
- What we automate
- Declined work comes back at 30, 60 and 90 days with the estimate your advisor wrote. Open-recall, first-service and mileage lists get built nightly from your DMS. Your line and your texts work them, offering real slots rather than asking people to call in.
- What stays human
- Recall eligibility, safety judgement and the estimate conversation stay with your advisor and your technician. A customer who wants to talk about a bill gets a person.
Writes to CDKFollow-up activity and the booked appointment written back against the customer and vehicle.
Every station leaves scope, price, desking and safety with your advisor, your technician and your sales manager. Your controller signs anything that reaches a deal or the ledger.
We don't replace CDK, Reynolds, Dealertrack or whatever your store runs. We build what they won't.
Your DMS holds the deal, the RO and the ledger, and your store has years of habit built into it. Switching moves the gaps rather than closing them. You still have the call nobody answered at 8:15, the lead nobody worked, the stips re-keyed by hand and the Saturday report rebuilt in Excel. So the access model matters far more to a build than the badge on the login screen.
DMS access is certified and priced, and that shapes what we can honestly promise you. Where your store has a certified programme, we build to it. Where it doesn't, we work from read-only extracts on a schedule and reconcile them nightly. Where neither is available, your staff get a reviewed queue they accept with one click. Nobody re-types a stip. We confirm exactly what your account exposes during the audit rather than promising it on a call.
One thing we plan for that most projects don't: the vendor outage. In June 2024 a ransomware attack took CDK offline and put roughly 15,000 stores back on paper for weeks. Stores that suffered least were the ones whose phone line and calendar weren't inside the DMS. So we build intake and booking to keep running when the system of record is unreachable, and the sync catches up afterwards.
- 01Appointment, activity and follow-up write-back to the depth your certified access allows, with the recording attached.
- 02Your DMS stays the RO and the deal of record. We read it, and we write only what it exposes.
- 03Your controller signs every write to a deal or the ledger; payments are posted by your staff.
No software declares a car safe, approves scope or quotes a finance term. We write that down first.
A shop's phone line and approval path sit under rules that don't bend for software: authorisation of repair work is a legal act the advisor owns, drivability and safety calls (brakes, airbags, ADAS calibrations) are always a technician's, recorded calls follow consent law, and texting follows opt-in. Dealerships add financing disclosure and Safeguards on top. So every build starts with a one-page map of what the software does, what it only proposes, and where a person signs.
What follows is simple to state, and we put it in writing. Your agent books, captures and reads back; it never says a car is safe or a repair can wait. Your advisor approves every estimate and every scope change. Nothing is written to a deal or a ledger without the person who owns it. And every automated touch is logged so you can show what was said, and when.
- 01Scope, price and safety stay with the advisor and the technician; the software captures and proposes.
- 02Consent on recorded calls and opt-in texting, by the rules of the state you're in.
- 03No AI quotes a finance term, a payment or a rate, and no AI makes a disclosure; F&I owns the menu and the signature, and your controller signs any write to a deal or the ledger under Safeguards.
“They will treat your vision like their own and build it that way.”
Ron Klabunde · Founder, SmartREI ↗
“They really help you understand the problem and deliver solutions in a short time frame.”
Johannes Peter · CEO, TomoDomo Coliving
Some of the systems we have shipped
- AuditFree. We read a month of service and sales calls by hour and day, plus your internet-lead response times out of the CRM. We trace ten recent deals through the paperwork and check what your DMS and CRM actually expose. That's the Service-Lane and Follow-Up Audit, and the one-page map is yours either way.
- DiagnoseWe map the path into your shop management system or DMS and sit at your front counter for a morning.
- BuildFixed price from the diagnostic. Tested on your real calls, real ROs and real parts orders, under NDA.
- RunMonitoring, a named engineer, and the first two months of maintenance free.
Best fit: three or more bays or more than one location, a front counter that's saturated, and a shop system you've outgrown in places. Not a fit yet: a one-bay owner-operator who needs the phone picked up, and we'll say so. You can stop after any stage; the audit note is yours either way.
Before you book
01Can you integrate with CDK, Reynolds, Dealertrack, VinSolutions or Xtime?+
To the depth your account exposes, and we confirm that during the audit rather than promising it on a call. DMS access runs through certified programmes that are priced per connection, so what your store is entitled to matters more than what the vendor publishes. Where the certified route is open we build to it. Where it isn't, we work from scheduled read-only extracts and reconcile nightly. And where neither is available, your staff get a reviewed queue they accept with one click.
02Will an AI quote a payment, a rate or a trade figure?+
No. Price and desking stay with your sales manager. Every finance term, menu, disclosure and signature stays with F&I, under TILA and Reg Z, ECOA and Safeguards. Your line answers what's in stock, what trim it is and when someone can come in, then sets the appointment. Anything that would be a quote or a disclosure goes to a person, and that rule is written into the build before anything else.
03What happens to our phone and our calendar if the DMS goes down again?+
They keep working, because they aren't inside it. In June 2024 the CDK outage stopped stores from booking precisely because the scheduler was the DMS. So we build intake and booking as your own layer, with a sync into the system of record. An outage then costs you reporting and write-back for a while, not the day's appointments, and the queue catches up when the vendor is back.
04Our BDC already works leads. What does this change?+
It changes what your BDC picks up. Pied Piper's 2025 shop of more than 4,000 stores found only 38% of dealership texts answered the question asked. That's what happens when the first reply is a template, sent between two customers on the floor. Your BDC manager keeps the conversation and the negotiation; the first minute, the real answer and the appointment are handled before anyone has to remember.
05We're a group with several rooftops on different systems. Can you give us one view?+
Yes, and the mismatch between stores is exactly why a live query across all of them fails. Each rooftop has its own instance, its own access entitlements and often a different CRM. We pull and normalise each one on a schedule into a consistent model, then report from that. Your fixed-ops director gets car count, ARO, hours per RO, effective labour rate and lead response by source and rooftop. The numbers agree because they come from one pipeline.
06Is this only for the service drive, or does it reach the sales side too?+
Both, and most stores start where the leak is loudest. Service usually goes first, because the misses cluster in three hours of the morning. But the same team builds your BDC follow-up, the stip and funding-packet automation, the declined-work and recall campaigns, and the reporting across rooftops. Our automotive hub lays out all eight areas and which page owns each one.
A senior engineer, not a sales rep
Abdul Basit founded Hashlogics in 2017, and the team runs from Lahore with a US LLC. Clients rate the work 5.0 on Clutch, and in 2026 it was named Best AI-Native Software House of the Year at TechNova. ZhoopZhoop, the AI platform for a multi-branch auto repair group in Toronto, is one of the systems we built and can show you.
Your audit call is with an engineer who has read call logs, RO histories and parts orders like yours. Bring last month's numbers if you have them, and we'll work from those.
- NDA before the first conversation.
- No pitch on the call. A note you could hand to another firm.
- Fixed price after the diagnostic, so the number isn't a guess.
More for dealerships
- AI, automation and custom software for automotive →The whole chain across repair shops, collision centres, groups and stores.
- AI front counter for automotive →The 8:15 service call and the 4pm status call, answered and booked.
- Custom software for automotive →DMS and CRM integration, the deal jacket, and the numbers by rooftop.
- Shop automation for automotive →Estimates, approvals, status texts, declined work and recall follow-up.
- How fast should a dealership respond to an internet lead? →The direct answer, what the 2025 secret-shop found, and the cadence that works.
- The service drive is full and the phone is on hold →Where a store's missed service calls cluster, and what to do about the morning.
- AI and automation for auto detailing →Booking, upsell and rebooking for a detailing operation.
- ZhoopZhoop case study →The multi-branch auto repair build: inbound reception, parts agents, one dashboard.
