How it works
From first message to delivered car.
QualiFlow is an AI platform for car dealerships: you sign up, choose a plan, connect your channels, and its AI agent, Aria, replies to every lead within moments, day or night. Aria qualifies the shopper, matches your real inventory, books the visit and keeps following up, then hands your team a prepared opportunity. All inside the rules you set.
- Every channel, one record per lead
- English, Spanish and French
- Nothing goes out until your channels and rules are set
Example at a fictional dealership: a website lead arrives at 11:41 PM on a Tuesday, Aria follows up by text within moments, saves the shopper’s budget, trade-in and timing, and books a Saturday test drive. The shopper leaves that visit still shopping, so Aria follows up with a reason. Three weeks later a matching car arrives, a second test drive is booked, the salesperson gets a prepared brief, and the car is sold and delivered that day.
The lifecycle
Seven steps. No lead left waiting.
Follow one after-hours lead at Riverton Motors, a fictional dealership, from the first message to a salesperson walking into a second test drive prepared.
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Step 1 · Respond
A lead arrives, on any channel
A website form at 11:41 PM, a text on Sunday, a Facebook message, a call Aria answers while the whole floor is busy. QualiFlow records each lead once, even when a provider sends it twice, and links it to the right customer.
- Text, phone calls, Facebook Messenger, Instagram, WhatsApp, email, website chat, forms and QR codes
- One record per lead, with no duplicate deliveries
- Matched to the customer’s existing record, or a new one
Opt-outs, wrong numbers, spam, invoices and job applications are handled before any AI runs.
Unified Inbox & Calls -
Step 2 · Respond
Aria replies within moments
Aria answers in English, Spanish or French, using your verified inventory, your published dealership Knowledge and general car knowledge. Outside business hours, the shopper still gets a real answer, not “we’ll call you tomorrow.”
- Answers texts, chats and calls 24/7; forms get a follow-up by text or email
- English, Spanish or French, following the customer if they switch
- Nights, weekends and holidays included
Nearly 7x
more likely to reach a real conversation with a decision maker when companies replied within an hour, versus an hour later (42 U.S. companies studied)
Answers come from verified records. Aria never invents prices, stock or policies.
AI Lead Response -
Step 3 · Qualify
Aria qualifies and remembers
Aria asks the questions your best BDC rep would ask: the vehicle, new or used, budget, timing, trade-in, and cash, finance or lease. Every answer is saved with its source, so nobody asks twice.
- A genuine vehicle inquiry becomes an opportunity
- A service question goes straight to service
- Facts follow the customer across channels and shifts
Language is never guessed from a name or location. The customer’s choice is saved.
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Step 4 · Qualify
Aria matches your inventory
Aria shows the units on your lot that actually fit, labels inbound units and alternatives honestly, and explains a budget gap using the real price.
- Matches on model, budget, features and timing
- Inbound units and alternatives clearly labeled
- Shoppers who asked for a vehicle are matched when it arrives
71%
of vehicle buyers started shopping unsure which vehicle they would buy
Never a made-up discount, and never a unit that isn’t there.
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Step 5 · Convert
Aria books the visit and sends reminders
Aria offers real open times for a test drive, showroom visit, service visit or pickup, by text, chat or on a phone call, and confirms only after the booking succeeds. A confirmation and reminders 1 day and 2 hours before follow, and the salesperson gets a pre-visit brief.
- Test drives, showroom visits, service visits and pickups
- Only times inside your opening hours, holidays and visits-at-once limit
- Rescheduling replaces old reminders automatically
- Service requests go to an advisor to confirm
A suggested time is never presented as “you’re booked.”
Appointments & Test Drives -
Step 6 · Convert
Aria follows up with a reason
If the visit doesn’t close, the lead doesn’t go cold. Aria follows up after the unsold visit, on the date the customer asked for, or when a matching vehicle arrives, and every message has a reason your team can see.
- “Call me next month” becomes one well-timed follow-up
- No-show recovery starts only after a confirmed no-show
- Quiet hours and contact limits are rechecked before every send
Follow-up stops on a reply, an opt-out, a takeover or a sale.
Follow-up & Nurture -
Step 7 · Hand off
Your team gets a ready opportunity
The salesperson gets a Ready for salesperson card with everything Aria learned and the next step. Managers see Needs your decision items for proposals, exceptions and approvals. The deal moves through write-up, sold and delivered, and delivery starts owner care.
- My Work shows only what needs a person: why, the evidence, the decision, the owner and the due time
- Sold, funded and delivered are tracked separately
- Service and repeat-purchase interest loop back to step 2
51%
of more complex web questions got a dealer reply within 24 hours in 2026 mystery shops, versus 78% of typical ones
Proposals need a person’s approval, and only a person starts a campaign.
Sales Pipeline & Handoff
Under every step
Data in. Ready opportunities out.
Every step above runs on the same loop. Aria does the routine work around the clock; your people get the moments where a person adds value.
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Data
A new lead, a phone call, a new arrival, a visit outcome, a lease date or a customer saying “call me next month.”
ExampleA used Highlander lands in inventory.
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Aria
Reads the event against verified records: customer, inventory, calendar, consent and your rules.
ExampleQualiFlow finds two past shoppers who asked for a Highlander under $35k.
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Action
Reply, ask, match, book, remind or follow up: approved first, or within the rules you set.
ExampleYour team queues the follow-up, and each shopper gets a text about that unit.
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Qualified opportunity
A real, evidenced result: a confirmed appointment, stated budget and timing, trade-in details, open questions.
ExampleOne shopper books Saturday 10:30 and mentions a 2019 Civic trade.
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Employee
A salesperson, BDC rep or service advisor gets a ready-to-work card with the reason, the brief and the next step.
Example“Ready for salesperson” appears in the sales manager’s My Work with a pre-visit brief.
You stay in control
Your rules. Your call.
Choose how much Aria does on its own, decide who approves what, and take over any conversation with one click. Every action comes with its reasons.
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Mode 1
Off
Your team replies to every conversation. Aria writes a draft only when someone presses Ask Aria to write.
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Mode 2
Ask first
Aria proposes the next step and the exact message. A person approves, edits or rejects it before anything goes out.
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Mode 3
Autopilot
Aria carries out approved routine actions, such as first replies, qualifying questions and reminders, within the rules you set.
One-click takeover
One click stops Aria for that conversation, including replies it had prepared but not yet sent. Aria resumes only when someone hands it back.
- Aria handling
- Take over
- Handled by staff
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Approvals cover the exact message
Proposals always need an authorized person’s approval, in every mode, and only an authorized person starts a campaign. Approval covers the exact content and version; any edit needs a new approval.
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Handoff rules with backups
Set who owns hand-offs, with backups and escalation (automatic assignment goes to Owners today), and get browser notifications for handoffs and approvals. While a customer waits, Aria can share verified facts but never negotiates.
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Quiet hours and contact limits
Right before every proactive message or call, eligibility is checked again: opt-out, quiet hours in the customer’s local time, frequency limits and takeover.
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Opt-outs handled before AI
STOP and other opt-outs are processed instantly, before Aria ever replies, and cancel messages already queued. Consent is tracked per channel and purpose.
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A decision card for every action
See what triggered each action, the evidence Aria checked, the policy result and what actually happened, in plain English.
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No commitments Aria can’t keep
Aria never offers discounts, payments, APRs, trade values, holds, deposits or credit decisions. Those stay with your people.
Getting started
Set up in three steps
Sign up with your name, email and password, confirm your email with a code, choose your plan and pay. A short onboarding about your dealership follows, then three steps get Aria live, with a go-live checklist that shows what’s left.
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1Step 1
Connect your channels
Connect your texting number, your dealership’s own Google, Microsoft or business mailbox, and your Facebook, Instagram and WhatsApp accounts. Add the chat from the Chatbot page and inquiry forms to your website, and create QR codes for the showroom.
You’ll need: access to those accounts and to your website.
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2Step 2
Teach Aria your dealership
Import inventory and contacts from a CSV or Excel file, set your store’s hours and time zone, and publish your policies and FAQs as Knowledge in Aria Lab. Then test Aria in a private sandbox that never touches live customers.
You’ll need: your inventory file, store hours and the policies you want Aria to rely on.
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3Step 3
Choose your rules, then go live
Pick Off, Ask first or Autopilot, invite your team, and work through the go-live checklist. Journeys run by themselves, with QualiFlow’s quiet hours and contact limits.
Good to know: nothing goes out to customers until your channels are connected and Aria’s live rules are approved.
What setup never does on its own
Signing up, importing contacts or connecting a number never starts outreach, and importing a list never grants permission to contact anyone. Consent is recorded per channel and purpose.
FAQ
How it works, in plain answers
What Aria does at each step, what it never does, and where your team takes over.
How fast does Aria reply?
Within moments on texts, chats, social messages and email, and Aria picks up calls itself. We don’t promise a fixed number of seconds: timing depends on the channel and your providers. Inbound conversations are answered around the clock, including nights, weekends and holidays.
What happens when Aria doesn’t know an answer?
Aria answers from your verified inventory and your published dealership Knowledge, and it can explain general car questions. It never invents prices, stock, discounts, payments, finance terms, bookings or policies. When a question needs a person, Aria tells the customer someone will follow up and puts it in your team’s My Work.
How does a handoff to my team work?
The conversation moves to waiting for a person and the assigned owner, or their backup, gets a browser notification. In the meantime Aria can acknowledge the customer and share verified facts, but it never negotiates or approves an exception. Your salesperson sees what the customer wants, what Aria already did and the next step.
Can we approve messages before they go out?
Yes. On Ask first, Aria proposes the action and the exact message, and a person approves, edits or rejects it. Proposals always need an authorized person’s approval, whatever the mode, only an authorized person starts a campaign, and editing an approved message needs a new approval.
Are appointments actually booked, or just suggested?
Aria offers real open times and confirms only after the booking succeeds, so a suggested time is never presented as booked. Rescheduling or canceling replaces old reminders, and service requests go to an advisor to confirm.
Does it work for a dealer group with several rooftops?
Yes, on Dealer Flow (Smart, Ultra and Scale Flow include one location). One workspace holds every rooftop, each with its own name, hours, time zone, team and inbox. Leads are routed to the right store from the channel they arrived on, and a location switcher shows each person only the stores they can access.
Which languages does Aria speak?
English, Spanish and French, with English as the default for a new customer. Aria follows a customer who switches mid-conversation, saves their preference, and never guesses a language from a name or location. Prices, dates and VINs never change in translation. The dashboard itself is in English.
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.
Smart Flow · Card required. Subscription charges automatically after seven days unless cancelled; optional guided onboarding is charged upfront. Nothing goes out to customers until you connect your channels and approve Aria’s go-live checklist.
