What the agent handles
- Books test drives and appraisals
- Answers inventory and pricing questions
- Schedules service and recall work
- Takes trade-in details for sales
- Texts directions and appointment reminders
Automotive
AI receptionist for car dealerships
Answers the sales and service lines, books test drives and service visits, and gets serious buyers to a salesperson while they're still interested.
CallerHi, I saw a grey SUV on your website yesterday, is it still on the lot?
CallerMy check engine light just came on and I'm doing the highway tomorrow, can you fit me in?
CallerUm, I got a recall letter in the mail but I don't know what I'm supposed to do with it.
Where calls go
SalesServicePartsFinance officeReception
Warm transfer: When a buyer says they're ready to put a deposit down today, the agent warm-transfers them to the sales manager with the vehicle and trade details already passed along.
What it books
Test drives, trade-in appraisals and service appointments
Why car dealerships miss calls, and what an AI receptionist changes
At most dealerships the phone that rings hardest isn't in the showroom. It's in the service department, between 7:30 and 9 in the morning, while advisors are writing up drop-offs at the counter. The same advisors are expected to answer "is my car ready?" calls all afternoon, book next week's oil changes, explain a recall letter and find a loaner, all while the customer in front of them waits. Calls roll to voicemail, and a customer who can't book a brake job with you books it at the quick-lube down the road.
A RealVoice AI receptionist answers the service line on the first ring, including many calls at once during the morning rush and at night when the store is closed. It books maintenance, diagnostics, seasonal tire changeovers and recall work into the service schedule, asks the questions your advisors would ask (year, make, model, kilometres, what the car is doing), and explains your shuttle, loaner and drop-off policies from the information you give it.
It also knows where every other call belongs. Status calls go to the advisor on that vehicle, parts questions go to the parts counter, and a buyer asking about a truck on your website is passed to the right salesperson with the stock number, trade-in and timing already noted. It never quotes a payment, a financing rate or a repair price you haven't given it, and it doesn't promise a vehicle is still on the lot.
Example call, start to finish
- CallerHi, I dropped my Equinox off this morning for the brakes. Any idea if it's ready yet?
- AI receptionistLet me get you an answer. Can I have your last name, and do you remember which advisor checked you in?
- CallerTremblay. It was Kevin, I think.
- AI receptionistThanks, Ms. Tremblay. Kevin is with a customer at the counter right now. I've left him a note that you're asking about the brake job on the Equinox, and he'll call you back with an update. Is this the best number to reach you?
- CallerYes. Oh, and I got a recall letter for the same car last week. Can they do that while it's there?
- AI receptionistGood timing. Recall repairs are done at no charge. Do you have the letter handy? There should be a recall number near the top.
- CallerIt says 24-317.
- AI receptionistGot it. I've added recall 24-317 to Kevin's note so he can check whether the parts are in and do it on this visit. If they need to be ordered, he'll book you a separate time.
After the call: The service team gets a text and an email marked for Kevin, with the customer's name, vehicle, the status question and the recall number, so he can call back once with everything. The call summary and recording are saved in the RealVoice portal for the service manager.
How it fits your day
- The 7:30 drop-off rush
- While advisors write up the cars at the counter, the agent answers the phones and books next week's oil changes, brake jobs and diagnostics into the service schedule.
- "Is my car ready?"
- Status calls reach the advisor on that vehicle, or become a callback note with the customer's name and vehicle, instead of a voicemail nobody returns until closing.
- Recalls and tire season
- Customers with a recall letter get the recall number and VIN taken and a visit booked. In spring and fall, tire changeovers and storage pickups are booked without tying up the counter.
- Evenings and weekends
- People shop for cars after work. Sales calls are answered at any hour, and the lead reaches the right salesperson with the vehicle, trade-in and financing questions noted.
Your software
Today it books service appointments into the RealVoice schedule in the portal, using your service hours and appointment types, and texts every customer a confirmation. If your store runs CDK Global, Reynolds and Reynolds, Dealertrack, PBS Systems or Quorum DMS, the team can set up a connection to it; custom integrations are quoted separately.
What a missed call costs
A missed service call rarely calls back. The customer books the oil change or brake job at an independent shop, and a customer who stops servicing with you is less likely to buy their next vehicle from you. If your service line misses ten calls a day and even one of those was a paying repair order, that is hundreds of repair orders a year going down the road. Put your own numbers into the missed-call calculator on our homepage.
Questions car dealerships ask
Can it tell a customer their car is ready?
Yes, once you give it permission. Every car in your shop has a repair order, the work ticket your advisor opens at check-in. During setup, the team gives the agent access to those tickets, the same way you'd give a new advisor a login. Then when a customer calls asking about their car, it finds their ticket and tells them where things stand, such as waiting on parts or ready for pickup. Questions about the work itself or the bill still go to the advisor on that car.
How does it handle recall calls?
It explains what you tell it about recalls, takes the recall number and VIN, and books the visit. Your service team confirms parts are in before the appointment.
Can it book loaners or a shuttle?
It explains your loaner, rental and shuttle policies from your information and notes the request on the booking. Your advisors confirm a loaner, so the agent never promises one you don't have.
How are sales calls routed?
Callers asking for a specific salesperson are put through to them. New buyers are matched to whoever you choose, by brand, new or used, or who's on the floor, and the salesperson hears a short private summary before the call connects. If nobody's free, the lead is sent by text and email right away.
Does it speak French?
Yes. It handles English and French, and many other languages, and confirms with the caller before switching.
Hear it as your own dealership's front desk
Request a free demo call and the agent will phone you, set up as a business like yours.