Problem the client raised More leads means hiring more admin.
Turning a manual lead-to-delivery process into one automated pipeline
From web lead to signed contract to loaner-car assignment, the work moves along without re-entry.
- Client
- US-based high-end automotive detailing and repair business
- Tools
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- Monday.com
- Make
- GoHighLevel
- PandaDoc
Client names and data are withheld under confidentiality agreements.
A US-based automotive repair business handles every job through an insurance claim, a vehicle on the lot, a salesperson, technicians and painters, and often a rental car for the customer. As lead volume grew, the path from web lead to handed-over keys depended on manual steps across disconnected tools.
We rebuilt it as one connected pipeline. Leads, assignments, repair documents, rentals and payment checks now move on their own to the people who need them, and every vehicle can be followed from first inquiry to final handover.
The challenge
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Leads took a manual path into the system
Leads from the website and the sales tool needed a reliable, automatic route into the CRM.
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No single view of each vehicle
Salespeople and technicians had no shared view of status, priority or assignment. Each person needed to see only the vehicles that were theirs.
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Contracts and payouts were drafted by hand
Repair authorizations and payout paperwork were prepared manually, which slowed closing and risked mistakes in documents that carry money.
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Rentals were tracked on the side
Loaner cars had to be matched to customers whose own vehicles were in for repair, and qualification depended on each customer's insurance.
How it fits together
- Web leads
- Sales conversations
- Make automations
- Monday.com operations hub
- Sales boards
- Technician boards
- Contracts and payouts
- Loaner fleet tracker
What we built
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Every lead lands in the CRM, with the right salesperson
What was needed
Bring every website and sales-tool lead into the CRM automatically and route it to the salesperson the customer chose.
How it works
Customers book an appointment on the website and pick their salesperson on the form. The sales tool sends each submission to the automation layer, which creates the lead on the central vehicle board. Once the location and salesperson are set, the vehicle appears on that salesperson's own board.
- The customer books an appointment and selects a salesperson.
- The sales tool sends a webhook for each submission and interaction.
- The lead is created on the central vehicle board with the chosen salesperson.
- The vehicle shows up on that salesperson's board.
Why it matters. Every inquiry reaches the CRM without re-typing, and the salesperson the customer picked sees the lead straight away.
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One record for every vehicle
What was needed
Give the business a single source of truth from arrival on the lot to final key handover.
How it works
A central vehicle board tracks each vehicle by its PO number through every stage. It holds the salesperson, technician and painter columns that drive routing, and the vehicle and customer data used to draft documents.
Why it matters. Everyone works from the same record, so status, priority and ownership are clear across sales, repair and paint, and management can see the whole operation in one place.
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A focused board for every role
What was needed
Show each salesperson, technician and painter only the vehicles assigned to them.
How it works
Assignments are made on the central board. A webhook triggers the automation layer, which creates the item on that person's own board and links it back to the vehicle.
Role What triggers it Where it goes Salesperson Location set, quality control set to sales, salesperson selected The salesperson's board for that location Technician Technician selected on the central board The technician's own board Painter Painter selected on the central board The painter's own board Why it matters. Team members work from focused boards without searching the whole pipeline, and every item stays linked to its vehicle so details are always current.
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Technicians move straight on to the next job
What was needed
Keep technicians busy with the next approved repair, in the order the owner planned.
How it works
A queue board lists the vehicles approved for repair. The owner pre-assigns a technician to each upcoming vehicle. When a technician marks their current vehicle Done, the system assigns their next one, moves it to the Assigned group and syncs the assignment to the rest of the system.
Why it matters. Technicians don't wait for manual dispatch, and the owner keeps control of priorities through pre-assignment.
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Contracts and payouts drafted from vehicle data
What was needed
Stop drafting repair authorizations, payout forms and owner reports by hand.
How it works
When a deal reaches the closing stage, the automation layer drafts the documents in PandaDoc using the data already held on the vehicle record.
Document For Purpose Repair authorization The customer Authorizes the repair Payout form Salespeople and technicians Documents payouts for work on the vehicle Profit report The owner Shows how profitable each job was Why it matters. Documents come from the same data the team already keeps, so there's less repetitive drafting and a lower risk of errors in anything that carries money.
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Rentals matched to qualified customers
What was needed
Check each customer's rental qualification and always know which loaner cars are free.
How it works
One board verifies and tracks each customer's insurance and rental qualification. Another tracks rental vehicles going out. Availability updates on its own from which cars are out and which need maintenance, while assigning a rental stays a deliberate choice by the team.
Why it matters. The team knows who qualifies and which cars are ready, so rentals go to customers whose cars are in for repair without guesswork or double-booking.
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Payment source confirmed in one place
What was needed
Know whether each repair is paid by insurance or by the customer, and show that on the vehicle.
How it works
A payment board confirms the source for each repair. It links to the vehicle by PO number, and the payment status is mirrored onto the vehicle record.
Why it matters. Payment confirmation has a defined place in the workflow, and its status is visible where the team already looks.
Before and after
| Before | After |
|---|---|
| Leads from the website and sales tool needed manual handling | Webhooks deliver leads to the automation layer, which records them on the central vehicle board |
| No shared view of every vehicle | One record follows each vehicle through its whole lifecycle |
| Assignments were passed on one by one | Vehicles appear on salesperson, technician and painter boards as soon as they're assigned |
| Repair contracts were drafted manually | Authorizations and payout forms are drafted at the closing stage |
| Rentals created logistical friction | Availability updates automatically from cars out and maintenance needs |
| Technicians needed manual dispatch | Finishing a vehicle assigns the next pre-assigned one |
| Insurance, rental and payment checks had no workflow | Each check has its own board and its own place in the process |
The outcome
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Less manual data entry
Leads arrive in the CRM automatically and documents are filled from vehicle data, so the sales team spends less time re-typing and more time closing jobs.
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Clear ownership of every vehicle
Salespeople, technicians and painters each see the vehicles assigned to them, which removes doubt about status, priority and required work.
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More reliable paperwork
Authorizations, payout forms and profit reports draw on the same vehicle data, which lowers the risk of errors in financial documents.
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Room to grow
More vehicle volume moves through the same intake, routing and document steps, so busy periods put less pressure on administrative staff.
The same framework can be extended as the business grows, for example by returning completed documents to the vehicle record automatically.