Does this problem sound familiar?
✓ The administrator manually enters customer information every time;
✓ Vehicle information has to be searched for separately;
✓ Repairs and spare parts are recorded in different places;
✓ Returning customers have to provide the same information again;
✓ Queues form at the reception desk during peak hours;
✓ Employees spend more time processing orders than interacting with customers.
Short Summary
Client: Auto repair shop, 8 employees, around 250 vehicles per month.
Problem: Processing each order took too much time due to manual data entry and information searches.
Solution: Implementation of Ulteama CRM with a unified database of customers, vehicles, and repair orders.
Result: Order processing time was reduced from 15 to 4 minutes.
Who the Client Is
The auto repair shop handles vehicles for diagnostics, maintenance, and repairs every day.
During peak hours, several customers could arrive at the same time.
This was when it became especially clear how much time employees were spending not on customer service, but on paperwork and order processing.
The Main Problem
Every new order started in almost exactly the same way.
The administrator had to:
— enter the customer’s information;
— enter the vehicle details;
— clarify the problem;
— find previous visits if the customer had already used the service;
— add the required repairs;
— create the repair order.
It took around 15 minutes per vehicle.
When several customers arrived at the same time, a queue would form.
The administrator had to rush.
As a result, data entry errors could occur, or some information had to be clarified later.
Working with returning customers was especially inconvenient.
The vehicle information already existed, but employees had to search for it in old documents or records.
In practice, employees were performing the same manual tasks every day.
The owner realized that the problem was not the administrator’s speed.
The problem was the process itself.
Why the Old Approach Stopped Working
When there are only a few vehicles, manual order processing does not seem like a serious problem.
But as the number of orders grows, even a few extra minutes per vehicle turn into hours of lost working time.
Information was stored in different places:
- customer details — in one document;
- vehicle history — in another;
- previous repairs — in an archive;
- the current order — in a separate record.
The administrator constantly had to switch between different sources of information.
The more orders came in during the day, the more time was spent on repetitive tasks.
What Was Done
Ulteama CRM was configured to create a unified order processing workflow:
✓ customer information is stored in a single database;
✓ the vehicle is linked to the customer’s profile;
✓ previous service history is immediately available;
✓ repair orders are created in one system;
✓ repairs and spare parts are added directly to the order.
Now, when a customer returns, there is no need to search for or re-enter all the information.
What Changed
After implementing Ulteama, order processing became significantly faster.
The administrator opens the customer’s profile and immediately sees their vehicle and service history.
There is no need to search through old documents.
No need to enter the same information again.
No need to collect data from different sources.
Most of the work now takes place within a single workflow.
This is especially noticeable during peak hours.
Instead of dealing with queues and constant time pressure, the administrator can process a vehicle faster and move on to the next order.
Employees spend less time on paperwork and more time communicating with customers and handling actual service tasks.
The Numbers
Before Ulteama
❌ Processing one order — up to 15 minutes
❌ Searching for customer information again — up to 5–10 minutes
❌ Data had to be entered manually multiple times
❌ Delays occurred during peak hours
After Ulteama
✅ Order processing — around 4 minutes
✅ Customer and vehicle information is immediately available
✅ Previous repair history can be opened within seconds
✅ Administrator capacity increased without expanding the team
Client Quote
“Previously, processing an order took so much time that the administrator simply couldn’t keep up during peak hours. Now most of the information is already in the system. We open the customer, create the order, and can immediately move on to the work.”
When processing each order requires 10–15 minutes of manual work, an auto repair shop loses significant time across hundreds of vehicles every month.
Automation does more than simply speed up the administrator’s work. It allows the shop to serve more customers without increasing the workload on employees.
Ulteama brings customer data, vehicle information, repairs, and service history together in one place, so order processing takes minutes instead of becoming a separate administrative task.