Reps 30% more productive
A leasing company with a fleet of 1500 vehicles. We took service and document tracking off people's plates — reps stopped drowning in spreadsheets and got back to closing deals.
Where we started
A leasing company with a fleet of 1500 vehicles. Every car has its own service schedule, its own insurance and its own paperwork, all with different deadlines. Together that is hundreds of dates to watch at the same time.
Deadlines lived in spreadsheets and reminders were manual: a rep checked the dates and contacted the customer personally. At 1500 vehicles the spreadsheet stopped helping. Dates were forgotten or mixed up, and every reminder depended on one person remembering it.
Overdue services piled up to more than a hundred at once. In leasing that means contract risk and direct losses, while reps spent more than half their day on reminders.
The goal was simple to state: take deadline tracking off people, give it to a system, and leave customers and deals to the reps.
The pain points
- 100+ overdue services at the same time
- Deadlines tracked by hand in spreadsheets
- Human error: forgotten and mixed-up dates
- Reps spent half a day sending reminders
- Risk and penalties under leasing contracts
What we built
Pulled every service and document deadline out of spreadsheets into one Kommo hub
Set up automated reminders on each vehicle's service schedule
An AI agent messages the customer and books the service before the deadline hits
Tricky cases escalate to a rep with the full context attached
A dashboard shows service status across all 1500 vehicles in real time
How the solution works
The path of one vehicle from a deadline in the CRM to a booked service. A rep steps in only where a person is really needed.
- Deadlines in KommoService and document deadlines for every vehicle live in Kommo. All 1500 vehicles are in one place, no scattered spreadsheets.
- ReminderWhen a deadline on the service schedule gets close, the system sets a reminder on its own. Nobody has to keep dates in their head.
- AI agentThe agent messages the customer and books the service before the deadline passes. The conversation stays in the deal card.
- RepIf a question goes beyond the script, the agent hands it to a rep with the context ready: which vehicle, which deadline, what the customer already said. The conversation does not start from zero.
- ManagerA dashboard shows service status across all 1500 vehicles in real time and where a person is needed.
The result in money
The system keeps the deadlines: overdue services no longer pile up, and reps have time for deals again.
A similar situation? We review your funnel in an hour and tell you what from this case you can repeat.
I want the same"Overdue services used to be a constant headache. Now the system tracks every deadline on its own, and our people work on real deals."
Timeline and how we work
This is how every project of ours runs. We start with your data: on a free express audit we look at where time and money are lost and show what can move to a system.
Then a pilot on your data and the launch. Result targets and the guarantee go into the contract: if we miss them, we keep working for free or refund you.
How a project runs
- Express audit — 1 hour, free
- Implementation plan — 3 more hours
- Pilot on your data
- Launch — from 7 days
- 2 weeks of support included
What you can repeat
A similar result is realistic if at least two of these are true for you:
- You track many assets with scheduled deadlines: vehicles, equipment, contracts, insurance. The more dates, the worse a spreadsheet does against a CRM.
- People track those deadlines by hand today, and things already slip.
- You can reach customers: you have contacts and a clear reason to get in touch.
- Reps are busy with reminders and bookings and have little time left for deals.
Where to start: move deadlines and reminders into the CRM with CRM implementation, and hand customer messaging and bookings to an AI agent.
Questions about a similar project
Tell us where leads get lost — Viktor runs the review personally
Describe your task in a couple of sentences. During business hours we reply within 20 minutes.
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