CRM Automation
What the bot does
Quick reference for the team. Updated September 23, 2026.
What it does
⚡
Lead Engagement
- •First-touch on new leads in under 5 minutes — source-aware messaging
- •Auto-responds to customer replies every 2 minutes during business hours
- •30-day nurture cadence with 17 playbook templates and 10 follow-up angles
🛡️
Compliance
- •Permanent Do-Not-Contact registry — flagged customers blocked across all channels forever
- •Live profile-marker scan before every send (D&C, opt-out, bought-elsewhere)
- •Outbound money-claim guard — pricing/financing claims wait for Will's approval
👁️
Monitoring
- •Situation Monitor scans 11 trouble categories every 30 min
- •Telegram pings to Will + Matt only when human eyes are needed
- •Daily morning briefing at 7:30 AM CT — hot leads, pipeline health, today's plan
🧠
AI Brain
- •Claude classifier reads sentiment, intent, urgency on every inbound
- •Personalized replies — uses the customer's actual situation, not canned templates
- •Sales methodology baked in: Answer → Add value → Next step → One commitment
What WE do — the handoff
Specific pricing, OTD, payment, or financing numbers
→ Desk managers (Matt, Oscar)
Lender approvals, contract signing, funding
→ F&I (Jeff)
Hot deals stalling — need a manager call
→ GSM or assigned manager
Angry customer, legal threat, or asking for a manager
→ Will — bot waits
Profile cleanup (mark D&C, sold, bought-elsewhere)
→ Salesperson
Recent fixes
- May 7 Approval-tier overhaul — money claims wait for Will, routine flows
- May 7 Axcessa data flow restored — 9 reports syncing twice daily
- May 6 Telegram alerting back online on Mini
- May 5 Production cutover to Mac Mini under launchd KeepAlive
- May 6 Profile-marker scanning — bot honors D&C / opt-out before any send
Leif Johnson Ford of Manor · Updated September 23, 2026