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Hexona Systems

Tire and seasonal automotive service · Toronto

Six hundred calls a month went to voicemail in a shop where everyone was already busy.

A high-traffic tire shop specialising in seasonal changes and repairs, at its busiest through the winter tire season. There was no full-time receptionist, the team was small, and the owner was working in the shop rather than sitting by the phone.

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Found before the build
$40K–$50K/mo
$40,000 to $50,000 a month
Result
$50,000+
Revenue recovered
Window
Not stated
The source does not state one. See how this was measured, below.

The situation

More than two thousand calls came in every month, and customers reached out on Facebook, Instagram and email as well. With no system behind any of those channels, enquiries either went unanswered or were answered too late to matter.

What we found

  • Missed calls a month, 270 of them first-time callers, at a $500 average customer value and a 30% close rate600+
  • Revenue lost to those missed calls$40K–$50K per month
  • Social media enquiries going cold while competitors answered first
  • Staff time spent calling missed leads back by hand10+ hrs per week

What we built

  1. 1A missed-call assistant that replied by text within seconds of a dropped call and then held a real conversation, asking what the caller needed and steering toward a booking rather than firing off a generic apology
  2. 2Facebook and Instagram chatbots trained on the questions the shop actually got: pricing, availability, and which services it offered
  3. 3Automatic tagging and assignment of any lead that needed a person, so nothing sat unread in an inbox
  4. 4Drafted email replies within minutes of an enquiry arriving
  5. 5Self-scheduling through a booking link, with automated reminders and confirmations to hold down no-shows
  6. 6One dashboard covering calls, texts, emails and social messages together

What changed

  • 40% of missed leads re-engaged
  • Booked appointments up 50%
  • Over $50,000 in recovered revenue
  • Conversion rates twice what they had been, because leads were answered immediately instead of hours or days later
  • Ten or more hours a week of manual lead chasing eliminated, and round-the-clock coverage without another hire

How this was measured

Bookings and recovered revenue were counted in the shop systems after the assistant went live. The $40,000 to $50,000 monthly leak is the shop’s own arithmetic from its call logs: 270 first-time missed callers a month at a $500 average customer value and a 30% close rate. The source document does not state the window the $50,000 recovery was measured over, so it is published as the client reported it rather than as an annualised figure.

The client’s name is withheld by agreement. The figures are unaltered.

Industries:Property management Automotive