CRM and business software · Automotive
CRM for Oil Change Shops
The oil grade, filter and mileage from every visit on the customer's record — and a reminder that reaches the driver before the windshield sticker is forgotten.
Free forever for up to 3 users. Paid plans from $199 a month.
What goes wrong, and what we do about it
An oil change is a short, low-ticket visit that only pays when the same car comes back several times a year. In most shops the sticker on the windshield is the whole retention system, and it stops working the day the driver stops looking at it. Meanwhile the bay crew asks every returning customer the same questions — which oil, which filter, what mileage — because the last ticket went home in a glovebox.
The problem
The windshield sticker is the only reminder, and the customer drives past the due date.
In Kompot.ai
Store the next-due date as a field on the customer at checkout. A scheduled workflow sends an SMS or a WhatsApp message before that date with a link to your booking page, so the reminder arrives where the driver actually looks.
The problem
A returning car pulls in, and the crew asks again which oil and which filter it takes.
In Kompot.ai
The customer's record holds the vehicle, engine, oil viscosity and capacity, filter part number and drain plug notes as custom fields. The technician opens it on a phone in the pit and starts without looking anything up.
The problem
The technician spots a dirty air filter and worn wipers, mentions them, and that is the end of it.
In Kompot.ai
Notes and photos of the air filter, cabin filter and wiper blades go on the job. If the driver declines today, set a task for the next visit; when the car returns, the photo is in the history and the conversation does not start from zero.
The problem
A delivery fleet sends its vans one by one, and the month-end bill is pieced together from paper tickets.
In Kompot.ai
The fleet is one contact, and every van's service is a job under it. Invoice each visit, or bill a fixed maintenance plan as a monthly subscription invoice; the fleet manager pays by link and overdue invoices are flagged.
The problem
Saturday morning is a line out to the street; Tuesday afternoon the bays stand empty.
In Kompot.ai
Offer weekday slots on the online booking page and put its link in every reminder. Booked oil changes appear in the shared calendar, so you see the quiet hours in advance and point reminders at them.
How one order runs
From a service reminder to a paid oil change
The reminder goes out
A scheduled workflow messages the driver ahead of the due date kept on their record. They reply in the same chat or pick a slot on the booking page.
The car pulls into the bay
Open a job for the visit. The record shows the oil grade, the filter and the mileage from last time, so the crew confirms instead of asking.
Service and inspection
The technician notes today's mileage, the oil used and what the courtesy check found — air filter, belts, fluid levels — and adds a photo where it helps.
Checkout and next due date
Create the invoice from the price list, take payment by link or record it at checkout, and set the next-due date that triggers the following reminder.
What you keep on record
- Vehicle and oil spec
- Make, model, engine, oil viscosity and capacity, filter number and drain plug notes, in custom fields on the customer.
- Service log
- Each oil change is a job with the date, the mileage, the oil used and the technician who did it.
- Next-due dates
- A date field for each vehicle that a scheduled workflow reads to send the reminder.
- Fleet accounts
- A company contact with its vans, its jobs and its invoices or a monthly subscription invoice.
Digital employees · Full Service plan
Where an AI employee steps in for Oil Change Shops
The moment
A driver replies to the reminder text asking whether they can come in on Thursday after work.
The AI employee answers in the same conversation with your hours and the booking link, checks the customer's record for the oil their engine takes, and creates a task for the shop if the driver asks for something beyond the usual service.
The moment
Someone calls while the whole crew is under cars to ask what a synthetic oil change costs.
The voice agent answers, asks for the make, model and engine, gives the price from your instructions when it has one, and takes a callback number when it does not. The transcript and a summary are saved on the contact.
The moment
A fleet manager writes in the website chat about servicing the company's delivery vans.
The AI employee asks how many vans there are, which models and how often they need service, saves the answers on a new company contact and opens an opportunity so you can send a fleet estimate.
Questions owners ask
- Can it remind customers by mileage or only by date?
- By date. Kompot.ai does not read the odometer, so you record the mileage at each visit and set the next-due date from your usual interval. A scheduled workflow sends the reminder before that date by SMS, WhatsApp or email.
- We are a drive-in shop. Is online booking of any use?
- It is optional. Many visits will stay walk-in, and you open a job when the car pulls in. A booking page helps fill slow weekday hours: put its link in the reminders, and the booked oil changes show in the shared calendar.
- Can I keep the oil grade and filter for each car?
- Yes. Add custom fields on the customer for engine, oil viscosity, capacity and filter number. Each visit is a job with the mileage and what went into the engine, so the whole service log is on one page.
- How do I bill a company that sends several vehicles?
- Keep the company as one contact and open a job for each vehicle visit. Invoice a visit with a payment link, or bill an agreed maintenance plan as a subscription invoice weekly, monthly or yearly. Overdue invoices are flagged.
What it costs
Free for up to 3 users, with every feature: bring your own AI. $199 a month adds our built-in AI and moving your data over. $499 a month: we set everything up and support it every month.
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See it on your own business.
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