AI Assistant for Automotive Workshops

The owner of a network of local automotive workshops was looking for a solution to automate work planning, improve task organization, and reduce the time spent searching through systems and handwritten notes.

In small workshops, the owner is typically responsible for multiple areas at once – scheduling, customer communication, parts logistics, and team supervision. Every morning, our client had to manually check the appointment calendar, staff availability, inventory levels, and overdue payments. These tasks consumed 30 to 60 minutes each day and diverted attention from direct customer service.

The challenge was to build a system that:

• integrates data from multiple sources (calendar, inventory, finance),
• provides a concise and clear daily summary,
• is intuitive and requires no additional operation.

An additional challenge was to ensure data security and to develop a solution that does not require replacing existing systems, but rather integrates with them through APIs or direct database connections.

We implemented an AI-powered assistant as part of the workshop management system. Each day, at a predetermined time, the owner receives a voice message (or email) with a personalized briefing.

The assistant integrates data from:

• the appointment calendar and employee schedules;
• inventory system (alerts for missing parts);
• financial module (reminders of overdue invoices).

The integrations were implemented via REST APIs and dedicated database connectors. Each module operates in a separate Docker container, ensuring system stability and ease of development.

Using NLP models and business rules, the assistant generates natural language messages that include only the most relevant details — for example:

“Today there are 6 appointments scheduled, 2 mechanics are available, the oil filter for order X is out of stock, and invoice no. 123 is 7 days overdue.”

Briefings are delivered through multiple channels – email, SMS, and voice messages generated using Text-to-Speech technology. This allows the owner to listen to a summary, for example, while driving to work.

• Saved 30–60 minutes daily on morning task coordination;
• Faster decision-making – the owner immediately sees what requires attention (e.g., missing parts, overdue payments, staff availability);
• Improved punctuality and operational flow – fewer delays due to lack of information;
• Increased team productivity – the owner can focus on customers instead of spreadsheets;
• Easier business management – even those without advanced digital skills receive condensed, actionable information in an accessible format.

The AI assistant acts as a digital day manager – aggregating data, organizing it, and delivering it precisely when needed. This solution is perfectly tailored for small workshops, where time, flexibility, and ease of use are critical.