Voice AI bot for Auto Klinika car workshop

How a voice AI bot handles phone calls and bookings for Auto Klinika

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For Auto Klinika, a busy car repair and tire workshop, we implemented a voice AI bot / callbot that answers incoming calls, books visits in three Google Calendars for three workstations (tire changes, mechanical repairs, electrical repairs), changes and cancels bookings using phone number or registration number, provides basic information about the workshop and services, and logs every conversation in Google Sheets for full control over calls and bookings.

Case study

The problems

Auto Klinika is a popular car repair and tire workshop. During peak hours and in the tire-change season, the phones were ringing constantly. The team spent a huge amount of time just answering calls, repeating the same information, and manually adding bookings to the calendar.

Typical problems we addressed:

  • Many missed calls when mechanics were busy in the workshop.

  • Customers calling after opening hours – no one available to pick up the phone.

  • Many calls were “not about booking” or asking about a date that was not available (general questions, prices, opening hours) that blocked the line and were a huge waste of time!

  • Manual checking of available time slots for three workstations (tires, mechanical repairs, and electrical repairs).

  • Manual entering, moving, and canceling bookings in the calendar.

  • No single place with the full history of conversations with each customer.

The solutions

We designed and implemented a custom voice AI bot for Auto Klinika.

Key elements of the solution:

  • A voice bot that answers incoming calls on a dedicated number – with the option to forward unanswered calls from the main workshop numbers.

  • Natural conversation in Polish: the bot asks what the customer needs and classifies the call (tire change, mechanical repair, general information, etc.).

  • Direct integration with Google Calendar for three workstations:

    • tire change (workstation 1),

    • mechanical repairs and diagnostics based on a service catalog (workstation 2),

    • electrical repairs and diagnostics (workstation 3).

  • Booking flow that collects all required data:

    • phone number (re-using the number from which the client calls or entering it from the keypad),

    • car make,

    • license plate number,

    • service / repair name,

    • visit date and time.

  • Changing and cancelling bookings using phone number or registration number.

  • Providing information about the workshop (opening hours, address, services) from the website and about repairs from the catalog.

  • Automatic logging of every call to a Google Sheet: contact data, service, booked time, call duration, status, call ID, booking ID, call summary and a link to the recording.

  • Smart transfer to a service advisor when the customer asks for it or when the bot cannot safely handle the request.

The results

After launching the voice AI bot for Auto Klinika, the workshop gained a virtual receptionist that:

  • drastically reduced the number of missed calls, especially during the tire-change season and after hours,

  • keeps the 3 Google Calendars for 3 workstations always up to date,

  • filters out calls that are only about basic information, or when a caller was asking about a time slot that was not available,

  • frees mechanics and the owner from constantly picking up the phone.

The team now spends more time on actual car repairs, while the voicebot AI handles routine conversations, bookings, changes, and cancellations – and every interaction is safely stored in a Google Sheet. Customers can call at any time, get clear information, and easily book a visit to the car workshop.

Example 1 – booking a tire change with the voice AI bot

In the first example from the YouTube video, the customer calls Auto Klinika to book a tire change. The voicebot:

  • answers the call and introduces itself as the workshop’s assistant,

  • recognizes that the customer wants a tire change,

  • checks free time slots for the tire bay in Google Calendar,

  • proposes a specific date and time and confirms it with the customer,

  • collects the phone number, car make, and license plate,

  • creates a booking in the calendar and saves the entire conversation to a Google Sheet.

Example 2 – booking diagnostics for a coolant leak

In the second example, the caller reports a coolant leak. The voice AI bot:

  • asks the customer to describe the problem in their own words,

  • matches the description to a diagnostic service from the repair catalog in Google Sheets,

  • books a visit on the mechanical repair workstation,

  • confirms the date and time of the diagnostic visit,

  • gathers contact details and car data so that the mechanic knows what to expect before the car arrives.

Example 3 – changing or cancelling an existing booking

The voicebot can also change or cancel an existing visit without logging into any system. When the customer calls:

  • the bot asks for the phone number or the registration number to find the booking,

  • reads back the current date and time of the visit,

  • offers available alternative time slots if the client wants to reschedule,

  • updates the booking in Google Calendar and sets the proper status (NEW / CANCELLED / RESCHEDULED) in Google Sheets,

  • confirms the change to the customer in simple, clear language.

Are you wondering how such, or a better application, would work in your case?​

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