Automotive Operations System
Turn Every Automotive Inquiry Into a Trackable Next Step
AutoOps AI combines vehicle intake, bilingual communications, missed-call recovery and follow-up workflows into one managed system built around how independent automotive businesses actually operate.
An automotive operations system by Alliance Optima
- Enquiry arrives — call, web or message
- Details captured and summarised
- Routed to the right advisor
- Appointment requested and followed up
Who it is for
Configured for your type of business
A body shop and a tire shop do not ask a customer the same questions. Each profile arrives with its own fields, stages and follow-up.
Mechanical repairGeneral repair shops taking symptom-led enquiries where the customer cannot name the part.
Typical intake fields
- Customer name
- Phone
- Preferred language
- Preferred contact method
- Vehicle year
- Make
- Model
- Trim
- VIN
- Mileage
- Warning lights showing
Suggested stages
new → needs-information → qualified → callback-requested → appointment-requested → appointment-booked → estimate-pending → estimate-sent → won → lost → no-response
What this profile does not do
- — Does not diagnose the fault — it collects what the customer reports for a technician to assess.
- — Does not produce a final repair price. Any figure shown is preliminary until the shop confirms it.
Body shop & collisionCollision centres taking damage enquiries, often alongside an insurance claim.
Typical intake fields
- Customer name
- Phone
- Preferred language
- Preferred contact method
- Vehicle year
- Make
- Model
- Trim
- VIN
- Accident date
- Damage areas
Suggested stages
new → needs-information → qualified → appointment-requested → appointment-booked → estimate-pending → estimate-sent → won → lost → no-response
What this profile does not do
- — Does not produce a final repair price. Any figure shown is preliminary until the shop confirms it.
- — Does not determine insurance coverage or approve a claim.
- — A photo submission is preliminary information, never a final estimate.
Diesel & fleet repairDiesel and fleet businesses where downtime, not price, is the customer’s problem.
Typical intake fields
- Customer name
- Phone
- Preferred language
- Preferred contact method
- Fleet or individual
- Unit number
- Vehicle or equipment type
- Make and model
- Engine
- VIN or serial number
- Mileage or engine hours
Suggested stages
new → needs-information → qualified → callback-requested → appointment-requested → appointment-booked → estimate-pending → won → lost → no-response
What this profile does not do
- — Does not diagnose the fault — it collects what the customer reports for a technician to assess.
- — Does not dispatch a truck or guarantee mobile availability.
TransmissionTransmission specialists, where the customer’s description matters more than a part number.
Typical intake fields
- Customer name
- Phone
- Preferred language
- Preferred contact method
- Vehicle year
- Make
- Model
- Trim
- VIN
- Mileage
- Transmission type if known
Suggested stages
new → needs-information → qualified → appointment-requested → appointment-booked → estimate-pending → estimate-sent → won → lost → no-response
What this profile does not do
- — Does not diagnose the fault — it collects what the customer reports for a technician to assess.
- — Does not identify the transmission fault from the customer’s answers.
- — Does not produce a final repair price. Any figure shown is preliminary until the shop confirms it.
Auto detailingDetailers quoting from vehicle condition, where photographs do most of the work.
Typical intake fields
- Customer name
- Phone
- Preferred language
- Preferred contact method
- Vehicle class
- Current condition
- Desired package
- Interior, exterior or both
- Stains
- Odours
- Pet hair
Suggested stages
new → needs-information → qualified → appointment-requested → appointment-booked → won → lost → no-response
What this profile does not do
- — Does not commit to a price before the vehicle is seen or photographed.
Tire shopTire businesses with sharp seasonal peaks and mostly scheduling-shaped enquiries.
Typical intake fields
- Customer name
- Phone
- Preferred language
- Preferred contact method
- Vehicle year
- Make
- Model
- Trim
- VIN
- Tire size
- Seasonal change or replacement
Suggested stages
new → qualified → appointment-requested → appointment-booked → won → lost → no-response
What this profile does not do
- — Does not confirm stock availability unless the shop connects an inventory source.
TowingTowing operators where the enquiry is urgent and location detail decides the job.
Typical intake fields
- Customer name
- Phone
- Preferred language
- Preferred contact method
- Pickup location
- Destination
- Vehicle
- Breakdown or collision
- Vehicle condition
- Accessibility
- Underground parking or clearance issue
Suggested stages
new → qualified → callback-requested → won → lost → no-response
What this profile does not do
- — Does not guarantee dispatch or arrival time unless the operator has configured availability.
Mobile mechanicMobile operators who must qualify location and access before agreeing to attend.
Typical intake fields
- Customer name
- Phone
- Preferred language
- Preferred contact method
- Vehicle year
- Make
- Model
- Trim
- VIN
- Customer location
- Service-area check
Suggested stages
new → needs-information → qualified → appointment-requested → appointment-booked → won → lost → no-response
What this profile does not do
- — Does not diagnose the fault — it collects what the customer reports for a technician to assess.
- — Does not confirm a vehicle is safe to drive.
Where opportunities leak
The gaps most shops never measure
No invented statistics here — just the situations we see repeat.
- Missed calls while staff are working
- Inquiries arriving after hours
- Appointments handled only by phone
- Incomplete vehicle information
- Customers asked for the same details twice
- Photos and videos spread across personal text messages
- Estimates never followed up
- Customers never reminded about maintenance
- Reviews requested inconsistently
- Past customers never reactivated
- No report showing what happened to each opportunity
How it works
From inquiry to recorded outcome
An inquiry arrives
Vehicle and customer information collected
Request summarized and routed
The shop receives a clear next action
Follow-up stays visible
The outcome is recorded
Monthly opportunities are reviewed
Modules
What AutoOps is made of
Each module runs on an existing Alliance Optima service, or is delivered by AutoOps itself. Not every module belongs in every package.
Automotive intake
Vehicle and customer questions configured for your shop type, so a request arrives complete instead of needing three phone calls.
Boundary: Collects and structures what the customer reports. It does not assess the vehicle.
Delivered by AutoOps
Lead Rescue
Unanswered calls are detected, the caller is acknowledged in their language, and the right person is alerted.
Boundary: Covers the phone channel only. Web enquiries belong to Lead Automation.
Smart Reception
Bilingual menus, business-hours rules, routing and after-hours handling before or during the call.
Boundary: Routes and screens calls. It is not a human receptionist and does not answer on your behalf.
Appointment qualification
Web and form enquiries get an instant first response and are qualified before they reach your calendar.
Boundary: Requests an appointment. Confirming it stays with your team and your existing calendar.
Estimate follow-up
Estimates that received no answer stay visible and are followed up on a schedule you approve.
Boundary: Follows up on an estimate you produced. It does not generate or price the estimate.
Maintenance reminders
Customers hear from you at the interval you set, instead of only when something breaks.
Boundary: Sends approved reminders with opt-out handling. It does not decide what service a vehicle needs.
Review workflow
Review requests go out consistently after service, with responses managed and problems flagged early.
Boundary: Requests and manages reviews. It never writes or buys a review.
Customer reactivation
Past customers who have not returned are contacted deliberately, with consent controls applied.
Boundary: Runs approved campaigns. It sends nothing outside the rules and opt-outs you configure.
Monthly opportunity reporting
One monthly review of what arrived, what was answered, what was followed up and what was lost.
Boundary: Reports what the system observed. Revenue figures appear only where you supply reliable data.
Delivered by AutoOps
Website & service-page integration
The intake lives on your own site, on service pages built to convert automotive searches.
Boundary: Substantial website work is scoped and quoted separately.
Feature boundaries
What AutoOps does — and does not do
What it does
- ✓ Collects information
- ✓ Routes inquiries
- ✓ Summarizes customer requests
- ✓ Tracks follow-up
- ✓ Supports your staff
- ✓ Automates approved repetitive communication
- ✓ Reports missed opportunities
What it does not do
- — Diagnose a fault
- — Approve insurance work
- — Generate a final estimate
- — Promise availability
- — Replace a technician
- — Replace your shop-management software
- — Send marketing messages without consent controls
Packages
Implementation pricing
AutoOps is sold as a bundled implementation. The underlying services keep their own pricing.
Auto Shop Opportunity Audit
$397–$697 CAD
one-time
A structured review of how your shop handles enquiries, calls, intake, estimates, reviews, reminders and follow-up — and where opportunities are being lost.
Intake System Installation
$2,500–$7,500 CAD
one-time
Configured customer and vehicle intake, media collection, notifications, appointment qualification and basic lead visibility.
Complete AutoOps System
$5,000–$15,000 CAD
one-time
A configured combination of intake, communications, missed-call recovery, follow-up, review workflows, reminders, reporting and the integrations your shop needs.
Monthly Management
$299–$999 CAD
per month
Monitoring, workflow changes, reporting, message optimization, support and ongoing improvement.
- — Final scope is defined after discovery — these are ranges, not quotes.
- — Calling, phone-number and messaging usage is billed by the carrier, separately from our fees.
- — Third-party software fees are billed separately where they apply.
- — Custom integrations and substantial website work are quoted separately.
Delivery
How an implementation runs
- Free Growth Score
- Auto Shop Opportunity Audit
- Workflow design
- Configuration and testing
- Limited launch
- Optimization and monthly management
Security and privacy
How customer data is handled
- — Customer-submitted media is handled through controlled storage.
- — Access is limited.
- — Retention is configured per implementation, not imposed by default.
- — Consent and opt-out handling are built into applicable messages.
- — Call recording is off unless deliberately configured.
- — AutoOps does not sell customer information.
We design the system with consent, retention and opt-out controls. The client remains responsible for approving its policies and operational use.
Frequently asked questions
AutoOps AI
Does AutoOps replace our current phone number?
Not necessarily. Depending on your carrier we can often keep your number using call forwarding or porting. We check your line during discovery and tell you which route applies before you commit.
Does it replace our shop-management software?
No. AutoOps handles intake, communications and follow-up before and around the work. Your shop-management system stays the source of truth for work orders, parts and invoicing.
Can it work in English and French?
Yes. Intake, acknowledgements, call menus and follow-up are configured in both languages, and the caller’s language is used in routing.
Can customers upload photos and videos?
Yes, where that makes sense for your shop type. Uploads go through controlled storage with size and type limits, and access is restricted.
Can it decode a VIN?
Only if a decoding provider is configured for your implementation. We do not promise VIN decoding by default — without a provider the VIN is simply collected and passed through as entered.
Does it generate repair estimates?
No. AutoOps collects the information your team needs to produce an estimate, then follows up on that estimate. It never prices the work.
Can it integrate with our calendar or CRM?
Often, depending on the system. Custom integrations are scoped and quoted separately after discovery.
What happens after a missed call?
The unanswered call is detected, the caller is acknowledged in their language, the right person is alerted, and the opportunity stays logged until it is followed up. That is the Lead Rescue module.
Are telephone and messaging costs included?
No. Calling, phone-number and messaging usage is billed by the carrier, separately from our fees. We estimate the expected range during discovery. We never present calling or messaging as unlimited.
Do we need every module?
No. Many shops start with intake or missed-call recovery and add the rest later.
Can it work for body shops and diesel repair?
Yes. Each business type has its own profile — different fields, stages and follow-up. A body shop collects damage and claim details; a diesel shop collects fault codes and engine hours.
How long does implementation take?
It depends on scope. An intake installation is considerably faster than a complete system with communications, reminders and reporting. We set the timeline after discovery rather than promising one up front.
What happens to uploaded files?
They are stored in controlled storage with restricted access and unguessable object keys. Retention is set during your implementation — we do not publish a universal period we could not enforce for everyone.
Is this a human receptionist?
No, and we never present it as one. AutoOps collects, routes and follows up. Your people talk to customers.
Can we start with only intake or missed-call recovery?
Yes. That is the most common starting point.
See Where Your Shop Is Losing Opportunities
Start with the free Growth Score, or request the Opportunity Audit for a structured operational review.