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Step-by-step guides for every part of QualiFlow, from connecting your first channel to deciding what Aria can do on her own.
Guides by topic
Find your way around QualiFlow.
Each topic follows the app: what it does, how to set it up and what to do when something looks wrong.
Signing in, two-step verification, passwords, devices and your profile.
Connect texting, calls, email, Facebook and Instagram messages and your website chat.
How Aria answers, what she can do on her own, and how to guide, test and supervise her.
Work every conversation in one place, take over from Aria and capture new leads.
Contacts, lists, imports, consent and the full customer timeline.
Book, confirm and remind: appointments, showroom visits and no-show follow-up.
Opportunities, proposals, trade-ins and the road from deal to delivery.
Automatic follow-up journeys and batch outreach, with opt-outs handled for you.
Dashboards, response-time metrics and scheduled reports for your team.
Invite your team, set roles and locations, and control who sees what.
Plans, invoices, payment methods and what each plan includes.
Developers & API
Build on QualiFlow.
API keys, webhooks and the platform API for connecting your own systems.
Guides coming soon
ROI calculator
What are slow replies costing your store?
Enter your own lead volume and rates to see how many leads wait and what that could mean in appointments, units and gross. It is an estimate from your inputs, not a promise of results.
Guides and playbooks
Playbooks your team can use this week.
Open any guide to read it right here, copy it into an email for your team, or read the longer article on the blog.
Checklist · 10 items
After-hours lead response checklist
Find out what happens to the leads that arrive after your BDC goes home, and make sure each one gets a useful reply and an owner by morning.
For BDC and internet sales managers
Open the checklistClose the checklist
- Export 90 days of leads and count how many arrived after close and on Sundays.
- Submit a test lead on your own website at 9 p.m. Write down what came back, and when.
- Rewrite the auto-responder: confirm the vehicle, say when a person will follow up, and offer a way to book.
- Decide who answers after hours: extended shifts, an overnight team or an AI agent.
- Make sure night replies use live inventory, never a guess.
- Offer real appointment times for tomorrow and the weekend, and confirm only once booked.
- Keep payments, discounts and trade values with the desk, at any hour.
- Hold new outreach until a reasonable hour in the customer’s time zone.
- By opening time, give every overnight conversation an owner and a short summary.
- Review after-hours reply time and appointments with the team every week.
Playbook · 5 plays
BDC speed-to-lead playbook
Five plays to set a response standard, measure the right clock and make every first reply useful, whether or not you use software.
For BDC managers and sales managers
Open the playbookClose the playbook
- Set the standard. Every new lead gets a personal, useful reply within five minutes during business hours, on the channel it came from.
- Measure the right clock. Track time to the first meaningful reply, not the auto-responder, by lead source and hour of day.
- Write the first reply once. Answer the question, confirm the vehicle, ask one qualifying question and offer two real times.
- Fix routing. Never assign a lead to someone who is off, at lunch or on a test drive, and name a backup for every shift.
- Mystery-shop monthly. Submit test leads at 10 a.m., Saturday noon and 9 p.m., and review the replies with the team.
Guide · 6 rules
Bilingual customer communication guide
Six rules for serving Spanish- and French-speaking shoppers well at every step, from the first reply to the handshake in the showroom.
For sales, BDC and service teams
Open the guideClose the guide
- Reply in the customer’s language. Use the language they wrote in. If it is unclear, ask.
- Never guess. Do not choose a language from a name, a zip code or how someone looks.
- Remember the choice. Save the preferred language on the customer record and use it for reminders and follow-ups.
- Follow the switch. When a customer changes language mid-conversation, change with them.
- Keep the facts identical. Prices, dates, VINs and stock numbers must not change in translation. Write dates with the month name.
- Plan the handshake. Tag the appointment with the language so the right person greets the customer.
Tip: in Spanish, start with the formal usted in a first conversation, the same way you would say “Mr.” or “Ms.” in English.
Checklist · 8 items
Service-to-sales handoff checklist
Pass real upgrade interest from the service lane to sales with context, without turning advisors into salespeople.
For service managers and sales managers
Open the checklistClose the checklist
- Agree on the signals: a lease or loan ending, high mileage, a big repair estimate, a life change, or direct interest.
- Give advisors one place to log a signal, in the owner’s own words.
- Assign every signal one owner, usually the customer’s original salesperson.
- Advisors never quote trade values or payments; those stay with the used car manager and the desk.
- When an owner asks “is it worth fixing?”, answer the repair question first.
- Sales follows up on the owner’s timing, never while the car is on the lift.
- Send every customer a neutral “How did we do?” after the visit, not only the happy ones.
- Review new signals and outcomes with the service and sales managers every week.
Glossary
Dealership terms, in plain English.
The words you will hear on a sales floor, in a BDC and in the service lane, and in our blog posts.
- ADF
- Auto-lead Data Format. An XML format many lead providers use to send internet leads to a dealership’s CRM, usually by email.
- Aged lead
- A lead that went quiet without buying, often weeks or months old. Worth a relevant, well-timed follow-up.
- BDC
- Business development center. The team that handles internet leads, phone calls and appointment setting for sales or service.
- Be-back
- A shopper who visited, left without buying and came back later.
- Desk
- The sales managers who structure, price and approve deals. “Taking it to the desk” means getting a manager’s numbers.
- F&I
- Finance and insurance. The office that arranges financing or a lease and offers service contracts and protection products.
- Internet lead
- A shopper inquiry that arrives online: a website form, a listing site, a chat or a social message.
- Lease maturity
- The date a lease ends. A natural moment to talk about the next vehicle.
- Repair order (RO)
- The service lane’s work order for a visit: the concern, the work done and the cost.
- Rooftop
- One dealership location. A dealer group can run many rooftops.
- Service lane
- Also the service drive. Where owners drop off their vehicles and meet a service advisor.
- Show rate
- Appointments that showed, divided by confirmed appointments that came due. Future appointments are left out.
- Speed to lead
- How quickly a dealership sends the first meaningful reply to a new lead.
- T.O.
- Turnover. Bringing in a sales manager to help a salesperson close the deal.
- Up
- A customer on the lot or in the showroom. “Taking an up” means greeting the next walk-in.
- Write-up
- The worksheet where a deal is first written: vehicle, trade-in, customer details and the offer, before it goes to the desk.
Help and updates
Still need help?
Signed in to QualiFlow? Open Support in the app to ask the in-app assistant how to do something, or open a ticket for the team.
New guides
Get the next playbook as soon as it is out.
New checklists and posts land on the blog first. Create your workspace to see how Aria would handle your own leads, and nothing goes out to customers until you switch Aria on.
Every lead gets a reply
Never leave a lead waiting until morning.
Aria answers, qualifies and books test drives around the clock, in English, Spanish and French, inside the rules you set.
Set up your workspace in minutes. Nothing goes out to customers until you switch Aria on.
