CRM for car dealers whose showroom enquiries never wait for a callback
DigiPix Flow is a CRM for car dealers and their showroom sales teams, built for enquiries that arrive from Meta ads for a new launch, Google Ads lead forms, the dealership website and the walk-in desk on a busy Sunday. It puts every enquiry in one list, hands it to a sales consultant by your rules, starts a clock on the first call, keeps the buyer's WhatsApp on their record, and puts each test drive and every callback after it on the calendar with a reminder.
- Ad, website and walk-in enquiries in one list
- A sales consultant assigned by rule, with a clock on first contact
- Test drives and callbacks scheduled with reminders
- first-contact clock on every new online enquiry
- 30 min
- until the callback after an unanswered call
- 3 hours
- call results, four of which schedule the next step
- 9
Where a showroom's enquiries come from
- Meta lead adsLaunch and offer campaigns
- Google Ads lead formsSearches for a model near the buyer
- Website formsOn-road price and brochure requests
- Showroom floorWalk-ins and calls entered by the team
- Lead APIEnquiries posted by your own website or app
- Enquiry registersPast months' lists imported from CSV
Sunday's walk-ins, typed up on Tuesday
The showroom is full at the weekend. Names go into the visitor register and onto the backs of brochures, and by the time someone types them up, the family who wanted to drive the new SUV has already driven one at the showroom across the road.
Online enquiries with no owner
Launch-week Meta leads sit in Ads Manager, on-road price requests from the website land in the general inbox, and Google leads go to whoever set up the campaign. Each consultant assumes another has rung, and the buyer who asked for a price on Friday is still waiting on Monday.
Follow-ups kept in a consultant's phone
The buyer is waiting for the festive offer, their spouse wants another drive, and the car they want to exchange still needs looking at. All of it sits in one consultant's WhatsApp and memory, and when that consultant moves to another dealership the conversations go with them.
Every showroom and online enquiry in one list
Connect the Facebook Pages running your launch and offer campaigns and each lead form arrives with its own lead source, such as SUV launch or Festive offer. Google Ads lead forms reach the same list through Google's webhook, the on-road price form can be embedded on your website or shared as a hosted link, and the showroom team adds walk-ins and phone calls by hand with the source Walk-in. Your website's own backend can post enquiries through the signed lead API.
- A lead source per Meta form, for each model or offer
- On-road price and brochure forms on your website
- Walk-ins and phone enquiries entered by the showroom team
- Older enquiry registers brought in from CSV
The model, the timeline and the exchange car on the lead
A Meta lead form can ask which model and fuel type the buyer wants, when they plan to buy and whether they have a car to exchange, and each answer maps to a lead custom field you create, so the consultant knows before dialling. A buyer who answers your ad and later walks into the showroom is checked on email and phone, and a match is flagged for a person to review rather than worked twice by two consultants.
- Meta form answers saved into your own custom fields
- Select fields for model, fuel type and purchase timeline
- Every new buyer checked on email and phone
- Possible duplicates reviewed by a person
Hand each online enquiry to a sales consultant by your rules
Assignment rules run in the order you set and look at a lead's source, tags, score and segment. Share launch-campaign leads round robin across the floor, weight them towards your senior consultants, or give them to whoever has the fewest open enquiries. Switch on working hours and an enquiry sent at 10 pm waits for the showroom to open. Each new lead then has two minutes to get an owner and thirty minutes to a first contact.
- Round robin across the floor, weighted, fixed or least-loaded
- Assignment held to showroom hours if you choose
- A follow-up task for the consultant on every assigned lead
- Alerts to the owner when a response clock runs out
Test drives and callbacks scheduled, with a reminder before each
Schedule the test drive from the lead as a Demo follow-up for Saturday at 11:00, pick the consultant and set a reminder an hour before. It appears on the record, in their queue and on the showroom calendar. After every call the consultant picks one of nine results, and the right ones line up the next step: no answer or a busy line brings a callback in three hours, and a buyer waiting on a family decision comes up again in seven days.
- Demo, meeting and call follow-ups on one calendar
- A reminder from 15 minutes up to a day ahead
- Callbacks scheduled from the call result
- Overdue follow-ups flagged to the owner and team leads
Send the brochure and the price on WhatsApp from the lead
Connect the dealership's WhatsApp Business number and every chat with a buyer sits on their lead, including the brochure PDF the consultant sent, so a manager can read it and another consultant can pick it up. Outside Meta's 24-hour window your team sends an approved template, such as a test drive reminder. Texts to Indian numbers are matched with your DLT templates, and the buyer's consent and your do-not-contact list are checked before any sales message leaves.
- Chats and attachments kept on the buyer's lead
- Approved templates once the buyer's 24-hour window lapses
- Every SMS matched to a registered DLT template
- A STOP reply puts the number on do-not-contact
Kavya IyerFrom enquiry to booking, on stages every consultant reads the same way
Name the stages your showroom works through, such as Enquiry, Test drive done, Negotiation and Booked, and mark Booked as won. A stage can require an amount or a next step before a deal moves in, a discount beyond your limit waits for the sales manager's approval, and every lost deal records why, from price to a rival brand. Reports show leads by source and pipeline by stage, saved, scheduled and exported as CSV.
- Stages named for your showroom, with Booked as won
- Approval for discounts above the limit you set
- A reason recorded for every buyer you lose
- Leads by source and pipeline by stage on a schedule
From a buyer enquiry to a booked car, in five steps
- STEP 01
Capture
Meta, Google Ads, website and walk-in enquiries land in one list.
- STEP 02
Assign a consultant
Rules pick the consultant, and the first-contact clock starts.
- STEP 03
Call and message
The consultant rings and sends the brochure on WhatsApp from the lead.
- STEP 04
Test drive
A Demo follow-up with a reminder goes on the showroom calendar.
- STEP 05
Book the car
The deal moves to Booked, with any large discount approved first.
DigiPix Flow vs a visitor register, personal WhatsApp and a spreadsheet
| What it covers | A visitor register, personal WhatsApp and a spreadsheet |  DigiPix Flow |
|---|---|---|
| Where enquiries land | A register, Ads Manager and the general inbox | One list, every enquiry tagged with its source |
| Who rings a new buyer | Whichever consultant notices it | The consultant picked by your assignment rules |
| Time to first call | Unknown, and often the next day | A thirty-minute clock, with alerts to the owner |
| Test drives | A note on the back of a brochure | Demo follow-ups with reminders on a shared calendar |
| Buyer conversations | On each consultant's own phone | WhatsApp threads on the buyer's lead |
| Discounts | Agreed on the floor and argued about later | Approval above the limit you set |
| Lost buyers | Rows deleted with no reason | A lost reason on every lost deal |
The sources and channels a showroom connects
Enquiries arrive from Meta ads, Google Ads lead forms, your website and your own systems through the lead API, and consultants answer buyers on WhatsApp and SMS from the same record.
Car dealer CRM questions, answered
What is a CRM for car dealers?
It is where every buyer enquiry is recorded, given to a sales consultant and followed up until the car is booked or the buyer goes elsewhere. DigiPix Flow brings ad, website and walk-in enquiries into one list, assigns them by rule, times the first contact, keeps WhatsApp on the lead and tracks each deal through your own stages.
Does DigiPix Flow replace the software our dealership already runs?
No. It covers the sales conversation, from the first enquiry to the booking. Vehicle stock, the workshop and the paperwork after a booking stay in the systems you use today, and DigiPix Flow does not connect to them or to your manufacturer's systems.
Can enquiries from car listing websites come in?
Not through a connector: DigiPix Flow has no connection to car listing or classifieds sites. If a site emails you its enquiries or lets you download them, your team can enter them by hand or import them as a CSV file, and they go through the same duplicate checks as every other lead.
Can walk-in buyers be added on the showroom floor?
Yes. A consultant adds the buyer as a new lead from the web or mobile app, picks a source such as Walk-in and keeps the lead or hands it to a colleague. It is checked for duplicates on email and phone, so a buyer who already enquired online is flagged rather than recorded twice.
How are test drives tracked?
Schedule a follow-up of the Demo type on the lead or deal with a time, owner, priority and reminder. It shows in the follow-up queues and on the day, week or month calendar, an overdue one alerts the owner and team leads, and completing it records the outcome and the next follow-up. Buyers do not choose slots themselves; your team schedules every drive.
What happens to an enquiry that arrives after the showroom closes?
It is saved straight away. With working hours switched on for assignment, it waits and is assigned when your hours begin; you set the days and times, weekends included, in your workspace's time zone. With working hours off, it is assigned as soon as it arrives.
Can a sales manager approve discounts?
Yes. Set a discount percentage above which a deal needs approval, and the request goes to the person or role you choose, with a response time. A deal whose value grows after it was approved has to be approved again.
Can consultants work from their phones?
Yes. The DigiPix Flow mobile app has the lead list, each buyer's details and deals grouped by stage. A consultant can ring a buyer from the phone, log the call result on returning to the app, move a deal to another stage and add a follow-up to the phone's own calendar.
Are offer messages by SMS checked against DLT?
Each SMS to an Indian number is checked against the DLT templates you have registered, and DigiPix Flow can refuse any text that matches none. Sales and promotional texts also need the buyer's consent for SMS, and a buyer who replies STOP is added to do-not-contact.
Something we haven't covered? Talk to an expert
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