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A-200 · For auto shops

Every call that rings out at the counter is a car in someone else’s bay.

Luxarca answers the calls your service counter can’t reach, gets estimates in front of customers while the car is still on the lift, and brings them back for the work they put off. Your techs keep the diagnosis and the price.

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ELEVATION A · THE CALL PATH RESPOND RETAIN ROUTE REIMAGINE CALL AGENT CAR BOOKED ININ YOUR SHOP SYSTEM ESTIMATEAPPROVED ASSIGNED TO ATECHIN YOUR SHOP SYSTEM NOTES TO REPAIRORDER WARRANTY CLAIMDRAFTED NTS ELEVATION A · THE CALL PATH CALL AGENT CAR BOOKED ININ YOUR SHOP SYSTEM ESTIMATE APPROVED ASSIGNED TO A TECHIN YOUR SHOP SYSTEM NOTES TO REPAIRORDER WARRANTY CLAIMDRAFTED RESPOND RETAIN ROUTE REIMAGINE NTS
From the call to the back office. Hatched steps happen inside the software you already run; it stays where it is.

A-201 · Where it leaks

Six places a shop loses repair orders.

None of these take new software to find. They show up in the call log, the repair orders and the estimate list. The Schematic measures each one before we build anything.

  1. 01 Front desk

    The phone rings while the advisor is at the counter.

    There’s a customer at the desk, another on hold, and the bay door is open. The next caller doesn’t wait. They book with the shop down the road that picked up.

    Calls missed, by hour and day

  2. 02 Front desk

    “Is my car ready?” takes up the morning.

    Customers call to ask where their car is. Someone walks to the bay, finds the tech, walks back. The same answer gets given all morning, and the calls that would book work wait behind it.

    Inbound calls that are status questions

  3. 03 Front desk

    The car sits on the lift waiting for a yes.

    The tech finds more work. The advisor calls, gets voicemail, and calls again after lunch. The lift is tied up, the tech moves to something else, and the job slips a day.

    Estimates sent, approved, and how long each took

  4. 04 Front desk

    Declined work is never followed up.

    The brakes they said no to in March, the tires that were close. It’s written on the repair order and nobody calls about it again, so when they’re ready, they go wherever is convenient.

    Declined work nobody followed up

  5. 05 Back office

    Tech assignment runs through one person.

    Who takes which job, in what order, on which lift — decided at the whiteboard by the foreman or the service manager. When they’re off, the day starts late and the easy jobs go to the wrong tech.

    How jobs get assigned to techs today, and who decides

  6. 06 Back office

    Warranty claims go in late, or not at all.

    A part failed under warranty, a manufacturer claim needs the right codes and photos. The paperwork is slow and specific, so it waits for a quiet afternoon that never comes, and the shop absorbs the cost.

    Warranty claims filed, and claims that never went in

A-202 · How it moves

How a car moves through a shop.

We map the shop before we recommend anything. Every car passes through the same four stages.

Stage 01Booking02The approval03The bay04The next visit
Respond
Retain
Resell
Route
Reimagine
  1. 01

    Booking

    First call to a car in the bay. Where most missed work is lost.

    • Answer. Every call, at the counter or after close
    • Capture. Year, make, model, what it’s doing
    • Book. Drop-off, wait or tow
  2. 02

    The approval

    Inspection to approved work. Where the car sits on the lift.

    • Estimate. Sent with the tech’s photos and notes
    • Answer. Approved or declined from a phone
    • Declined. Recorded for the next visit
  3. 03

    The bay

    Approved work to the car back in the lot. Where the day’s hours are made or lost.

    • Assignment. The right tech for the job
    • Parts. On the shelf before the car is
    • Paperwork. Notes and photos into the repair order
  4. 04

    The next visit

    Pickup to the next service.

    • Pickup. A message when it’s ready
    • Review. Asked for when the repair order closes
    • Reminder. Mileage, season, declined work

A-203 · What we build

Four systems, installed in order.

You start with Respond. Each system runs on the one below it. Respond, Retain and Resell are priced from a rate card; Route is scoped after the Schematic. The back office has its own plate below.

05 Reimagine The back office, on its own plate below
RESPOND · INTAKE AGENT

Respond · Rate card

Respond — the calls you’re losing.

Answers every call, books the car in, and tells customers where their car is.

  • Every call answered while advisors are at the counter, after close and on Saturdays
  • Appointments booked: year, make, model, the concern, drop-off or wait
  • “Is it ready?” answered from the repair order
  • Tows, breakdowns and anything urgent passed to the counter
Your customer
The call is answered, and they leave with a drop-off time.
You see
Every call logged with the vehicle and the concern, and the appointment in your shop system.
Underneath
Your number forwards to the agent when nobody at the counter picks up.
RETAIN · PIPELINE SOURCE HELD

Retain · Rate card

Retain — the leads you’re dropping.

Gets estimates in front of customers and looks after your reputation.

  • Estimates your advisor wrote, sent by text with the tech’s photos and notes
  • Follow-up on estimates nobody has answered
  • A pickup message when the car is ready
  • Review requests after every repair order closes
Your customer
The estimate arrives by text with photos, and they approve or decline it from their phone.
You see
Which estimates are waiting, which were approved, and every new review.
Underneath
Messages set off by estimate status and closed repair orders in your shop system.
RESELL · CYCLE

Resell · Rate card

Resell — the customers you already have.

Brings customers back for the work that’s due.

  • Service reminders by mileage and date
  • Declined work followed up
  • Seasonal tire changeovers and storage pickups
  • Past customers reactivated
Your customer
A reminder when the next service is due, or about the work they put off.
You see
Customers contacted, and the appointments they booked.
Underneath
Your customer and vehicle list, sorted by last visit and declined work.
ROUTE · DECISION LEAD PROFILE SCORE FIT INTAKE NURTURE ARCHIVE ONE PATH TAKEN

Route · Scoped after the Schematic

Route — who goes where, decided by your rules.

Carries the booking into the bay.

  • Tech assignment by skill, certification and workload
  • The day’s lifts scheduled around what’s booked
  • Parts checked against the job before the car arrives
  • Connected to your shop management system or DMS
Your customer
The car is ready when they were told it would be.
You see
The day’s jobs assigned by skill and workload, and which lift each is on.
Underneath
Bookings written into your shop system and assigned by your rules.

A-204 · Back office · Reimagine

Warranty claims filed, cores returned, comebacks tracked.

The first four systems work at your service counter and along the path a car takes through the bays. Reimagine is the workspace behind them: advisors, techs and the office working alongside agents on the work nobody has written down. These are the systems we build there. None starts until the Schematic says it should.

REIMAGINE · STRUCTURE
Loose tools and one person holding them together, then the same work in one structure.
  1. 01

    Warranty claims

    Manufacturer, extended-warranty and parts claims assembled from the repair order, with the tech’s notes and photos attached. An advisor checks each one before it goes in.

  2. 02

    Parts, returns and cores

    Parts ordered against the job, back-orders chased, returns and core charges tracked until the credit arrives.

  3. 03

    Comeback tracking

    Every comeback logged against the original repair order, the cause recorded, the pattern reported by job type and by tech.

  4. 04

    Tech notes to repair order

    The tech’s notes, readings and photos written into the repair order. Nobody retypes at the end of the day.

  5. 05

    Hours against the job

    Hours billed against hours worked, by job type and by tech.

  6. 06

    The shop manual

    How your shop does each kind of job, the known fixes and the vehicles that always fight back, written down from the techs who know them and searchable from the bay.

A-205 · Human in the loop

A person steps in when it’s needed, not by default.

The calls, the bookings and the chasing run start to finish without anyone at the counter touching them. A person is brought in when the car needs one: a diagnosis, a price, whether it’s safe to drive. Not by default. Your advisors and techs keep every decision about the car.

AI handles

The work that repeats.

  • Answering. Every call, while advisors are busy respond
  • Booking. Year, make, model, the concern, a time respond
  • Approving. Estimate and photos sent, answer recorded retain
  • Updating. “Is it ready?” answered from the repair order retain
  • Reminding. Service due, declined work, tire changeovers resell
  • Assigning. The right tech by skill and workload route
  • Claiming. Warranty claims assembled from the repair order reimagine

Brought to your people

The work that needs a technician.

  • The diagnosis. What’s actually wrong with the car
  • The price. Every estimate, every added line
  • Safe to drive. A technician’s call, never the agent’s
  • Warranty and comebacks. What’s covered, what the shop absorbs
  • An upset customer. A person calls them back
  • The bay. Hiring, training, who works on what when it matters

The agent books the car in and sends the estimate your advisor wrote. It never diagnoses a car or prices a repair.

Whether a car is safe to drive is a technician’s call, every time.

A-206 · Works with what you run

Built into the software you already run.

Nobody at the counter moves to new software. The systems work inside the tools your shop already uses.

Schedule A · Integrations

Software you already run

  • 01

    Shop management

    08
    • Tekmetric
    • Shopmonkey
    • Mitchell 1 Manager SE
    • Protractor
    • Shop-Ware
    • AutoLeap
    • NAPA TRACS
    • TireMaster
  • 02

    Dealership and collision

    08
    • CDK Global
    • Reynolds and Reynolds
    • Tekion
    • PBS Systems
    • Dealertrack
    • CCC ONE
    • Mitchell Cloud Estimating
    • Audatex
  • 03

    Parts and repair information

    06
    • PartsTech
    • Nexpart
    • Worldpac speedDIAL
    • ALLDATA
    • Mitchell 1 ProDemand
    • Identifix
  • 04

    Inspections, messaging and reviews

    06
    • Your existing number
    • AutoVitals
    • Bolt On Technology
    • Podium
    • Google Business Profile
    • Birdeye
  • 05

    Accounting and payments

    06
    • QuickBooks
    • Xero
    • Sage
    • Stripe
    • Square
    • Moneris
  • 06

    Anything else

    If it has an API, an export or an inbox, we connect to it.

A-207 · Questions

What shop owners ask first.

Does this replace my service advisors?

No. It answers the calls they can’t get to — at the counter, after close, on Saturdays. They stop answering “is it ready?” and spend the day with the customers in front of them.

Will customers know they’re speaking to an AI?

Yes. The agent says so at the start of every call. A caller who would rather speak to a person is passed to the counter, or booked for a callback when you’re closed.

Will it tell a customer whether their car is safe to drive?

No. It takes down what the car is doing and books it in. If the caller describes something that matches your urgent rules — brakes, steering, a warning light — it passes the call straight to the counter. Whether the car is safe to drive is a technician’s call.

How do estimates get approved?

The agent never prices anything. Your advisor writes the estimate in your shop system as usual. The customer gets it by text with the tech’s photos and notes, and approves or declines from their phone. [How the approval is recorded, by shop system]

We’re a dealership service department. Does it work with our DMS?

Yes. We connect to the DMS the department runs: [supported DMS list to confirm]. Nobody on the service drive changes how they write a repair order.

How long until it’s live?

Respond, Retain and Resell: [timeline to confirm]. Route and Reimagine: [timeline to confirm], set in the scope.

Do I need new software?

No. We connect to your shop management system.

What happens to my phone number?

Nothing. It’s your number. Calls forward to us when nobody picks up, and you can switch the forwarding off yourself.

Where is our customer information held, and who can see it?

Everything the systems handle is recorded: the calls, their transcripts, the details callers give, and every message sent in your name. It is held in the systems we run for you, not on your office computer. Your team and ours can see it. We don’t sell it or use it for anything else.

Any of it is exported to you when you ask: recordings, transcripts, your customer and vehicle list, and the rules the system follows. If you leave, you get all of it, you switch the forwarding off yourself, and we support the handover for 30 days. That is a term in the contract, not a promise on a call.

Reimagine is held separately, in a workspace set up for your business.

What does it cost?

Respond, Retain and Resell are priced from a rate card. Route and Reimagine are scoped after the Schematic. You have a number before you commit to anything.

What is the Schematic?

Before we build anything, we measure what you’re losing: calls missed by hour and day, how long estimates wait for a yes, declined work nobody followed up, and how many calls are “is it ready?”. You get the numbers, and what Respond would recover.

A-208 · The Schematic

Find out what you’re losing.

Before we build anything, we measure four things. You get the numbers, and what Respond would recover.

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  1. 01Calls missed, by hour and day
  2. 02Estimates approved within a week
  3. 03Declined work nobody followed up
  4. 04Calls that are “is it ready?” questions