Executive Headhunters
Automotive servicing and vehicle maintenance
The client is an independent automotive service and MOT provider with a high volume of repeat customers. While demand for servicing and MOTs was strong, much of the operational workflow — from reminders to booking and payment — relied on manual processes. This created inefficiencies, increased the risk of missed revenue, and limited the team’s ability to focus on core mechanical work and customer service.
Manual MOT reminders and follow-ups
MOT reminders were sent inconsistently and often required manual intervention, resulting in missed follow-ups and lost bookings when customers forgot or delayed scheduling their appointments.
Time-consuming booking administration
Appointments were booked manually via phone or in person, tying up front-desk staff and increasing the likelihood of double bookings or scheduling errors.
Fragmented invoicing and payments
Invoices and payment collection were handled separately from the booking process, leading to delays in payment, additional admin work, and poor visibility of outstanding balances.
Customer experience limitations
Customers had limited flexibility in how and when they could book appointments, which negatively impacted convenience and satisfaction.
A fully automated, end-to-end MOT and servicing workflow was designed to streamline customer engagement, booking, and payment.
Automated MOT reminders were sent via SMS, email, and traditional mail, with optional AI voice calls for customers who preferred phone communication.
Outreach was timed intelligently based on MOT expiry dates, customer history, and response behaviour.
Customers could book appointments directly from reminder messages through a simple, self-service booking interface.
The system automatically checked availability and confirmed appointments without staff intervention.
Invoices were generated automatically once bookings were confirmed.
Secure payment links were issued, allowing customers to pay online in advance or after service, reducing friction and speeding up cash collection.
All bookings, communications, invoices, and payments were tracked in a single system, giving management real-time visibility of operations.
Increased booking conversion rates
Timely, automated reminders significantly improved MOT and servicing booking rates, reducing lost revenue from missed follow-ups.
Reduced administrative workload
Front-desk and administrative staff spent far less time on reminders, scheduling, invoicing, and payment chasing.
Improved cash flow
Automated invoicing and payment links shortened payment cycles and reduced outstanding balances.
Enhanced customer experience
Customers benefited from clear reminders, flexible booking options, and a faster, more convenient end-to-end service.
Scalable operations
The business established an automated system capable of handling higher customer volumes without increasing administrative headcount.
By automating MOT reminders, bookings, invoicing, and payments, the client transformed a manual, admin-heavy operation into a streamlined, customer-friendly system — improving efficiency, increasing bookings, and strengthening long-term customer relationships.
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