Voice AI bot for Auto Klinika car repair shop

6 months, 430 bookings, 2300+ calls, 53+ hours of customer conversations

For Auto Klinika, a busy car repair and tire workshop, we implemented a voice AI bot that answers calls, books visits, handles routine customer questions, and passes only selected cases to a human. Still in use, from October 2025!

Results in brief

430 bookings made in 6 months
2,300+ calls handled
1,200 calls filtered out without staff involvement
Only 345 calls required a service advisor
53+ hours of customer conversations handled by the bot
Around PLN 14,000 of booked work per month on average

Video: https://youtu.be/s3-TGc9Xbyo

Testimonial

I highly recommend working with Mr. Jarosław Pietras on AI solutions. For my auto repair shop and vehicle inspection station, he created an agent that assists service advisors in answering phone calls and scheduling appointments in our calendar. From the very beginning, our collaboration has been exemplary; many of my suggestions regarding how the agent should conduct conversations, present the services we offer, and respond to customer inquiries have been implemented. All of this has been programmed perfectly and works flawlessly. The agent has already scheduled hundreds of appointments for us. Every day, it handles several dozen calls that our staff doesn’t have time to answer. Recordings of all its calls are available for review; I can check how the agent is handling each conversation with a customer, and if I notice something in the conversation that doesn’t sit right with me, Jarosław quickly makes the necessary adjustments. It’s worth taking advantage of this solution, especially if employees can’t keep up with answering calls.

Bartłomiej Klusek

Auto Klinika S.C. D. Czechowska, B. Klusek

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

The biggest value was not just “automation”, but taking phone pressure off the workshop team. Since mid-October 2025, the bot has been working in real conditions and delivering measurable results.

In the first 6 months, the system:

handled 2,300+ phone calls
processed 53+ hours of customer conversations
booked 430 visits, which is more than 70 bookings per month on average
filtered out around 1,200 calls where the customer only asked questions, was unsure what they needed, or did not accept the offered appointment time
required transfer to a service advisor in only 345 cases
supported a hybrid process where about 300 conversations later needed human follow-up or intervention

At a conservative average booking value of PLN 200, 430 booked visits means roughly PLN 86,000 in booked work over 6 months, or around PLN 14,000 per month on average.

For the workshop owner, this means fewer interruptions, fewer missed calls, less time wasted on repetitive questions, and more time for actual paid repair work. Customers can call at any time, get clear information, and easily book, change, or cancel a visit — while the workshop keeps full control through Google Calendar and Google Sheets.

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.