Independent auto dealer + luxury vehicle leasing · Built from the client's own success definition
Phase 1Phase 2Phase 3
Where it breaks today
Current state
CarGurus lead→sits in CarGurus→✕ nobody follows up
Website inquiry→email inbox→✕ lost in the pile
Call / voicemail→3CX voicemail→✕ unanswered
No disciplined CRM. Leads mostly sit inside CarGurus.
Customer records scattered across files in iCloud.
There is an office manager, but nobody stays on top of inbound consistently.
Stated priority is revenue. Fixing lead response is the fastest path to it.
The system he described
"The moment a lead comes in, the contact is captured and stored in one place. I get a text telling me a lead came in. If that lead has not been touched, my office manager and I keep getting reminders until someone works it."
1
Every lead source lands in one place
CarGurus
Primary source. Delivers via ADF/XML, the standard automotive lead format. Phase 1
Website forms
VerityDealer.com plus the linked leasing site. Phase 1
Calls & voicemail
3CX fires a webhook on ring, missed, and voicemail. Phase 2
↓
2
Captured into one CRM
Phase 1
GoHighLevel — the single record
Every contact from every source stored in one place, with the source tagged and the vehicle of interest attached. This replaces "it's somewhere in CarGurus or iCloud."
↓
3
He gets a text, immediately
Phase 1
Instant SMS alert
Owner and office manager are notified the moment a lead arrives, with the name, source, and what they asked about. Missed calls get an automatic text back to the caller.
↓
4
Nothing goes untouched
Phase 1
Has anyone worked this lead?
Not yet
Reminders keep coming
Owner and office manager both get nudged on a set cadence, escalating until someone acts.
Worked
Loop stops
Lead moves to the next pipeline stage. Reminders end. Response time is recorded.
This loop is the whole point of the build. Open question: what exactly counts as "worked"?
Supporting pieces
Wayne Reeves DMS Phase 2
Read-only access for inventory and pricing context on each lead. We do not use its CRM module.
iCloud record cleanup Phase 2
Scattered customer files consolidated into the CRM so history lives with the contact.
AI answering service Phase 3
Picks up calls that would otherwise go unanswered. Priced separately, bills per minute.
What has to be confirmed on the call
How does CarGurus actually deliver his leads — email, ADF/XML feed, or a CRM integration?
Can we get read-only export or API access to Wayne Reeves for inventory data?
What 3CX tier is he on, and is webhook access available for call and voicemail events?
What platform are the two websites on, and how are forms captured today?
Is the AI answering service in scope for year end, or a later add-on?
What reminder cadence does he want, and what action stops the loop?
Do the scattered iCloud records need migrating in?