# Every booking, parts request and customer followed up For dealers and distributors of vehicles and heavy equipment. Agents answer customers on the channels they write on, fill service bays, chase parts and follow up every lead and claim, across every brand and branch. [Talk to the team](https://qantara.systems/contact) / [Read the thesis](https://qantara.systems/original/thesis) A day of calls at your branches. Each dot is a call: grey if a branch answered, hollow blue if nobody did. Every missed call is written back to along the orange line. A missed call is a missed booking. We make sure every customer, branch and machine gets an answer. ## What the agents do at a dealer group Five teams look after a customer between the first enquiry and the next service. Agents work alongside each of them, inside your dealer management system, the manufacturers' portals and the channels your customers already use. ### Service: Every bay filled, every customer reminded What happens to the calls your branches miss? - **Write back to every missed call.** A customer who could not get through gets a message on WhatsApp straight away, in their language, with the slots open at their branch. - **Book the job, not only the time.** The booking carries the vehicle, the work asked for and the parts it needs, so the bay, the technician and the parts are ready when the car arrives. - **Remind at the right moment.** Service due by date or by mileage, the day before the visit and on the morning, each on the channel the customer answers. - **Keep the customer told while it is in.** Extra work found on inspection goes to the customer with the estimate for a yes, and the car's progress is sent without anyone having to call. [See service bookings](https://qantara.systems/solutions/service-bookings) ### Parts: Every parts question answered from stock How long does a parts enquiry wait for an answer? - **Answer from the catalogue and the shelf.** A part asked for by photo, by name or by chassis number is identified from the brand's catalogue and checked against stock at every branch. - **Order what is not on the shelf.** A part that is not in stock is ordered from the brand with the right urgency, and the customer is given the date the brand confirms. - **Chase the back orders.** Orders the brand has not shipped are followed up every day, oldest and most urgent first, and the workshop hears when a part is on its way. - **Serve the trade counter.** Workshops and fleet buyers who order parts every week get their prices, their stock answers and their invoices without waiting at the counter. [See orders and confirmations](https://qantara.systems/solutions/orders) ### Sales: Every lead answered the day it comes in Is every test drive and quote request followed up? - **Answer the lead while it is warm.** Enquiries from the brand's site, your own site, social media and the showroom are answered the same day, with the model, the price and a test drive offered. - **Book the test drive.** The car, the salesperson and the time are booked, and the customer is reminded on the day. - **Follow up every quote.** A quote that has not been answered is followed up, and a lost deal is asked why, so the brand's lead report says what really happened. - **Pass on the fleet enquiries.** A company asking for several vehicles goes to the fleet team with what was asked, the models and the quantities, the same day. [See quotes and bookings](https://qantara.systems/solutions/quotes-and-bookings) ### Warranty and recalls: Every claim complete, every owner reached Is every claim complete before it is submitted? - **Check the claim before it goes.** The job card, the chassis number, the mileage in and out, the photos and the failed part's tag are checked against the brand's rules before the claim is submitted on its portal. - **Keep the failed part until it is released.** Each part kept for a claim is logged with its location, so it is there when the brand asks for it and scrapped only when the brand says so. - **Do the campaign work in the same visit.** A car booked for a service that is also in an open recall or service campaign gets the campaign work on the same visit, with the parts ordered ahead. - **Report the campaign's progress.** How many have been reached, booked and repaired, by branch, ready for the brand and for the authority that asks for it. ### Fleet and equipment: Every machine serviced before it stops Do fleet clients know when each machine is ready? - **Service by the hour, not the calendar.** Machine hours and mileage reported by the customer or the telematics trigger the service the contract covers, booked before the interval runs out. - **Send the technician with the parts.** A field visit is booked with the technician, the parts kit and the site's access rules, so the machine is serviced in one trip. - **Keep the fleet manager told.** Which units are in, what was found, when each is ready and what is due next, in one message, without the fleet manager having to chase. - **Bill the contract correctly.** Work inside the maintenance contract and work outside it are separated on the job, so the invoice matches what the contract says. ## Beyond the five teams Some of the work happens between visits: a trade-in to value, a registration to renew, cover that is about to end, and the survey the brand sends after every service. - **Trade-ins, valued and followed up.** A customer asks what their car is worth. The agent collects the details and photos for your used-car team's appraisal and follows up the offer. Every trade-in request gets an offer. - **Registrations renewed on time.** Where your branches renew registrations, the agent reminds the owner before the date, books the inspection and asks for what the renewal needs. Renewals done before they lapse. - **Cover that is about to end.** Owners whose warranty or service plan is about to end hear what it covers, what it costs to extend and what is due before it ends, if they have agreed to hear from you. Owners decide before the cover runs out. - **Feedback before the brand's survey.** After each visit the customer is asked how it went, and anything that went wrong reaches the service manager before the brand's own survey does. Problems fixed before they become a score. ## How it works at a dealer group 01 **Embed.** Our engineers sit with your service, parts and sales teams for a week and follow every enquiry to where it ended: answered, booked, called back, or dropped. That becomes the baseline and shows where to start. 02 **Build.** An agent reads what the customer wrote, then rules out every slot that will not do: the wrong bay for the job, no technician trained on the brand, the part not in stock before then. It offers what is left, and books the one the customer picks. 03 **Scale.** Brands, branches and customers sit on one record, so a campaign reaches every affected owner at once, wherever they bought and whichever branch they use, and each branch sees its own share of the work. 04 **Measure.** Missed calls, booked hours and the time a lead waits for its first answer, each against the week before we start, counted with your service and sales managers. ## A car waiting for a part is on the clock Rules in the Gulf already say how quickly an agency must find a part, when a customer gets a car while theirs is in the workshop, and how every owner in a recall must be reached, and regulators check them. The risk is not only the fine: it is the brand itself. Agents keep every vehicle off the road on the board: the part chased with the brand, the replacement car offered when the repair runs late, and the customer told each day. Vehicles off the road, waiting for parts. Each card is a vehicle, moving a column along as its part is found and fitted. The orange one is still waiting, with a replacement car given. [See service bookings](https://qantara.systems/solutions/service-bookings) ## Built around the systems you run Nothing has to be replaced to start. Agents work inside your dealer management system and the manufacturers' portals, and answer customers on the channels they already use. - Dealer management system - Parts catalogues - Manufacturer portals - Telematics - WhatsApp Business - Email - CRM and leads - Workshop planning - Spreadsheets ## What dealer principals ask us **Can agents take phone calls?** Calls your branches answer stay with your team. A call they miss gets a message on WhatsApp straight away, in the customer's language, with the slots open at their branch. **Does it work across several brands?** Yes. Each brand keeps its own rules, catalogue, warranty terms and portal, and the agents work inside each one's, while customers and vehicles sit on one record across the group. **Do you connect to our dealer management system?** Yes, through its own interfaces, and to the manufacturers' portals your teams already use. Nothing is migrated, and your teams keep the screens they know. **Does the agent submit warranty claims?** No. It checks each claim against the brand's rules and prepares it, and your warranty administrator submits it on the brand's portal. **Will this replace our service advisers?** No. Advisers keep the customer at the counter and the decisions on the car. The agent takes the messages, the bookings and the reminders that keep them from the customer in front of them. **We sell machines, not cars. Does it fit?** Yes. Machines are serviced by the hour and often on site, so the agent books by hours and field visits instead of bays, with the same follow-up for the fleet manager. **Where do we start?** Most dealers start with service bookings at one branch, because missed calls and empty bays are easy to count with your team in a week. Parts and leads follow on the same record. ## Other industries - [Logistics and freight](https://qantara.systems/solutions/logistics): Quotes, bookings, customs and delivery, on time. - [Distribution and trading](https://qantara.systems/solutions/distribution): Orders confirmed, delivered and collected. - [Manufacturing and industrial](https://qantara.systems/solutions/manufacturing): Suppliers, schedules and the line kept moving. ## Start with the calls your branches miss Tell us how bookings, parts and leads come in today and who answers them. Our engineers take it from there, on site. [Talk to the team](https://qantara.systems/contact) / [Email us](mailto:hello@qantara.example) Muscat and across the Gulf --- This is the Markdown twin of the page at https://qantara.systems/solutions/automotive