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AI agent for auto mechanics

Special Order Parts Deposit Agent

Costly special-order parts are covered by a deposit and installed or returned without a loss.

Risk managementOperations
See how it worksGet access
Special Order Parts Deposit Agent: what goes in, what the agent does and what you get

What it does

A shop orders a 900 dollar part for a customer who then disappears, and the part cannot be returned. This agent decides when a deposit is needed from the part's price and return terms, and tracks the order from quote through to installation. It records the deposit, the customer's approval and the supplier's expected arrival date. It watches for the part to arrive and contacts the customer to book the job. When the customer does not reply, it follows up and then lays out the options: return the part, if allowed, or apply a restocking rule. The advisor approves refunds and returns. Edge case: a part is returnable only within 7 days of arrival, so the clock starts at delivery.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueApprovedNoNo 1 STARTS WHEN Special order part added to an order 2 USES A TOOL Check part price and supplier return terms 3 CHECKS THE RESULT Is a deposit required by the policy? If not: recheck the return terms with the supplier andconfirm the policy. Back to step 2. 4 DOES Draft the deposit request and customer approval forthe advisor 5 YOU APPROVE Advisor approves sending the deposit request 6 USES A TOOL Track deposit receipt and customer approval 7 USES A TOOL Watch the supplier order for arrival 8 DOES Contact the customer to book the install 9 CHECKS THE RESULT Did the customer book within 3 days? If not: send a second and third contact, then lay outreturn options and the return deadline. Back to step 7. 10 YOU APPROVE Advisor approves any refund or return 11 RESULT Part installed or returned and order closed
Read the steps as a list
  1. Special order part added to an order
  2. Check part price and supplier return terms
  3. Is a deposit required by the policy?If not: recheck the return terms with the supplier and confirm the policy. Back to step 2.
  4. Draft the deposit request and customer approval for the advisor
  5. Advisor approves sending the deposit requestThe agent waits here for your OK.
  6. Track deposit receipt and customer approval
  7. Watch the supplier order for arrival
  8. Contact the customer to book the install
  9. Did the customer book within 3 days?If not: send a second and third contact, then lay out return options and the return deadline. Back to step 7.
  10. Advisor approves any refund or returnThe agent waits here for your OK.
  11. Part installed or returned and order closed

How it decides

It requires a deposit when the part is above the price threshold or not returnable, and it starts return planning when the customer has not replied after 3 contacts.

  • Require a deposit when the part costs over 300 dollars or cannot be returned.
  • Start the return clock on delivery date.
  • Contact the customer up to 3 times over 7 days.
  • Refund the deposit only after the advisor approves.

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Deposit threshold (default 300 dollars)
  • Deposit percent (default 50)
  • Contact count and timing
  • Return handling steps

What keeps you in control

It always asks you first

  • Advisor approves the deposit request
  • Advisor approves refunds and returns

Hard limits

  • Never refund or charge a card itself
  • Show the policy behind each deposit

It stops when

  • Done: part installed or returned.
  • Stop: no response and return period ended, so the owner decides.

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA 1,150 dollar transmission module was non-returnable, so the agent drafted a 50 percent deposit request and the advisor approved it. The deposit arrived October 2. The part came October 8, but the customer did not book within 3 days. After the third contact, the customer replied and booked October 12.

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