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Industry

Dealer & service operations,
captured from WhatsApp

Service intake, technician notes, parts and fleet updates become structured job cards and dealer records — synced to the DMS you already run.

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  • Symptom photo → job card VIN matched · customer thread
  • Approval captured In-chat · tied to the job
  • Parts request routed Matched to inventory · ETA live

The problem

In service and dealer networks the fastest channel is WhatsApp — symptoms, quotes, damage photos, parts ETAs. None of it ends up in the DMS, so job history, profitability and customer records get reconstructed after the fact, badly.

The information is there. The structure is missing. Workflow Intelligence adds that structure on top of the threads customers and dealers already use.

How it works

One customer message,
traced end to end.

A service lane talks through whatever is closest to hand — a photo, a voice note, a dealer chat, a call. All four arrive the same way, and nothing below is retyped or chased by a human.

Source

  1. 01 Capture
  2. 02 Understand
  3. 03 Structure
  4. 04 Route
  5. 05 Measure
WhatsApp · Customer · service intake IMG_3308 · 12:36

Four ways in, one queue Read without anyone opening it Extracted into your own fields Delivered to systems you already run Nobody chased the update

  • Customer photo
  • Voice note
  • Dealer chat
  • Inbound call
Photo sent by a customer on WhatsApp
«Motorleuchte an und Rasseln beim Kaltstart — kann ich morgen früh vorbeikommen?»

Engine warning and a rattle on cold start — VIN matched from the thread. Slot held by the advisor; the morning schedule updates.

vin
WVW…4821
fault
engine warning
job_card
JC-2214
slot
tue 08:00
evidence
IMG_3308
parts
pre-check
  • DMS job card · open
  • Workshop diagnosis slot · 08:00
  • Customer confirmation sent
  • + whatever else owns this record

Message to job card 42s

Any of the four openings above ends in the same five steps. Field names are your existing schema and the destinations are your existing systems — nothing changes for the customer except what happens after the message. The trace above is illustrative.

Who this is built for

Built for the people
who keep operations moving.

What each role stops doing, and what takes its place.

Role

Today

With Workflow Intelligence

Dealer Principals KPIs without month-end archaeology

Today

Dealer KPIs reconstructed manually each month.

With Workflow Intelligence

Live dealer-network dashboards built from real operations.

Service Managers Every job event on the right VIN

Today

Job profitability is fuzzy and reactive.

With Workflow Intelligence

Every job event structured against the right VIN.

Service Advisors Approvals that live in the job

Today

Customer approvals stuck in personal WhatsApp.

With Workflow Intelligence

Quote-to-approval captured legally inside the job.

Parts Coordinators Requests matched, not chased

Today

Parts ETAs lost in chaotic group chats.

With Workflow Intelligence

Parts requests matched to inventory and suppliers.

Fleet Managers Incidents arrive with photos

Today

Driver incidents reach you days late, without photos.

With Workflow Intelligence

Drivers report from the road with photo and location.

OEM Regional Teams The network in one picture

Today

No aggregated picture across the dealer network.

With Workflow Intelligence

Aggregated KPIs without exposing customer data.

Use cases

Real scenarios
in this industry.

  • Service intake by WhatsApp

    Symptom messages and photos become structured job cards with the VIN matched.

  • Technician voice notes

    In-bay voice diagnostics transcribed and attached to the job — searchable per vehicle.

  • Parts coordination

    Parts requests captured from group chats, matched to inventory and routed to suppliers.

  • Fleet incident reporting

    Drivers report from the road with photos and location — structured into fleet records.

  • Customer approvals

    Quote sent in WhatsApp, approval captured as a structured event tied to the job.

  • Dealer-network KPIs

    Cross-dealer dashboards for throughput, satisfaction, parts and advisor workload.

Outcomes

The DMS finally sees what the service lane says.

  1. customer describes the fault
  2. job card on the right VIN
  3. quote approved in chat
  4. car in the bay

With Workflow Intelligence over customer and workshop threads, symptom messages open job cards on the right VIN, technician voice notes land as searchable job notes, and approvals are captured inside the job instead of an advisor's personal chat — the dealer picture assembles from real events, not month-end memory.

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Integrations

Plugs into the systems your dealership already runs

Structured job and network records land where the business is managed.

Dealer & fleet

  • CDK
  • Reynolds & Reynolds
  • DealerSocket
  • Keyloop

CRM & custom

  • Salesforce Automotive Cloud
  • Custom DMS / fleet API

Frequently asked

Common questions

Does it work for both service and fleet operations?
Yes. Workflow Intelligence supports dealer service workflows — intake, quote, parts, delivery — and fleet operations such as driver incidents, inspections and maintenance scheduling, on the same platform.
How does it match conversations to the correct VIN?
Workflow Intelligence combines customer phone match, vehicle metadata in the chat and active-job context. Ambiguity triggers a one-tap clarification in the same WhatsApp thread.
Do customers or technicians need a new app?
No. Customers message the numbers they already use, and technicians keep their existing group chats. Workflow Intelligence runs invisibly on top.
Can OEM regional teams aggregate data across dealers?
Yes. With dealer consent, Workflow Intelligence provides aggregated KPI dashboards across the network — without exposing customer-identifiable data.
How is customer data protected?
GDPR-compliant EU hosting, role-based access control, audit logs, end-to-end encryption in transit and at rest, and per-dealer data isolation. We never use customer data to train shared models.
How long does deployment take?
A pilot in one location typically runs in 2 weeks. Network-wide rollout is usually 4–8 weeks depending on integration depth.

Put your service threads to work

A 30-minute working session on your own WhatsApp threads: we map one service lane to job cards, approvals and your DMS.

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  • No new app for customers or techs
  • EU data residency
  • GDPR-aligned
  • Pilot in one location in 2 weeks

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