AI DM Funnel · Step Three Of Four
AI DM System Usage Guide
Your CRM day to day: the dashboard, calendar, conversations and the AI, your pipeline, invoicing and your role.
AI DM System Usage Guide
Quick Recap
This is a complete guide on how to use the software that powers everything covered in the system overview.
To quickly recap — the leads are submitting a form or sending a message, then the AI follows up with them like your 24/7 assistant over DM’s, but you manage everything through the CRM.
Everything you need to know about using the platform is covered below.
The CRM Software
Your CRM (customer relationship manager) is the system high-level sales operators use to track and manage every opportunity in their business. It lives on both your desktop and mobile app.
It is essentially an organisation and communication platform.
In your CRM your pipeline is your central command centre everything is managed from there, but before we get to your pipeline, it's important you understand the other core components first.
Dashboard
This is your real-time overview of key metrics — bookings, revenue, conversion rates, and AI performance. Use this to monitor what's happening across your business at a glance. It only works accurately if you keep your pipeline up to date.
Note: this only works on your laptop, the one on your phone is not accurate.
Calendar
This is your full booking system to schedule inspections and jobs — unlike a standard calendar, it's built for operators. Every booking is connected directly to the contact, so you can:
- Contact them them, add notes, and view their full details without leaving the calendar
- Add the date and time, job type, and location if you're mobile
- Sync with your personal calendar so everything stays in one view
Now you have 2 calendars, one of them is your inspections calendar, and the other is your bookings calendar, this allows you to manage your inspections and bookings separately as we know that an inspection can still happen mid job.
Conversations + AI
Every lead has their own conversation thread inside the CRM. This is where all communication lives — texts, calls, and AI messages — in one central place.
When a new lead comes through they land in “🤖 New Lead / AI Conversation Active” in your pipeline.
The AI follows up immediately typically via Instagram/Facebook messages and works the lead until it reaches an outcome — collecting information, breaking down the offer, and getting commitment.
Now outcomes could be:
- Qualifying them, typically by getting a time window for a call, and a level of commitment from them.
- Flagging them as future commitment
- Marking them as lost
If you are using our more advanced AI because you struggle with sales or can’t reliably follow up the AI will also aim to
- Collecting a commitment deposit
- Book in an inspection
- Book in a job
Once qualified, the lead moves to the pipeline stage with corresponds to one of those outcomes.
As these stages are beyond the deactivation point (covered next) the AI stops. From that point it is on you.
Stopping The AI:
You can manually stop the AI at any point if you want to take over by moving the lead to or beyond “🛑 AI Manual Deactivation Point” or disabling it from their profile through “manage AI status” — this auto moves them to “🛑 AI Manual Deactivation Point”.
The AI handles the initial follow-up fast, but the expectation is that you take over as quickly as possible.
You have the ability to relentlessly follow up and manage your leads yourself.
Pipeline
The pipeline is the central place where every lead is tracked, managed, and organised. From here you can update lead details, add notes, move leads to the correct stage, access their conversation, contact them directly, and book them into your calendar. It is your command centre for every opportunity in the business.
You follow up with every lead until you get a yes or a no.
Stage Breakdown
| Stage | What It Means | What To Do |
|---|---|---|
| 🤖 New Lead / AI Conversation Active | A new lead is in — the AI is actively conversing with them, or not if your AI is disabled. | Call them when you can. If they don’t answer move them to the next stage, the AI will keep followng up with them. |
| 📵 No Answer / Ghosting AI (Follow-Up) | The AI has deactivated and you have attempted to call but couldn't get through. | Call at different times of day and try from your personal number. If no response after 7 days move to Completely Unresponsive. |
| 🛑 AI Manual Deactivation Point | You have manually stopped the AI and an outcome is yet to be reached. This is a temporary holding stage. | Contact the lead and move them to the appropriate stage as soon as possible. Leads should NOT sit here. |
| 📲 Qualified (Call/Inspection Needed) | The AI has qualified the lead and handed them off, or you manually did so and need to finalise a next step. | Contact them ASAP — do not let these sit. |
| ❄️ Low-Intent (Decision Pending) | You spoke to this lead and they didn't say no — but they appear less serious and price-focused. i.e. a tire kicker who still might convert. | Keep following up — lower priority. |
| 🔥 High-Intent (Decision Pending) | You spoke to this lead and they are genuinely close to committing — they just need to lock in a date. | Aggressively follow up. |
| 🔮 Future Booking Commitment | Interested but not ready and refused to put down a deposit to hold their spot — e.g. awaiting a delivery or overseas. | Set a relevant follow-up date and follow up with them when the time comes. |
| 🔍 Inspection Scheduled | An inspection has been pencilled in. | Stay in contact to make sure it goes ahead. |
| 💰 Deposit Secured (Pending Booking) | A deposit has been secured but no date is set yet. | Set a follow-up date for when they're ready and get them locked in before the deal falls through. |
| 📅 Upcoming Booking | Confirmed booking with a date locked in. | Offer free add-ons a couple of days before to ensure they show up. |
| 💵 Job Completed | Job completed. | Request a Google review and check back in after a couple of months for a referral or maintenance booking. |
| 👻 Completely Unresponsive | Lead has gone completely cold and stopped responding. | Move on — revisit only if they re-engage. |
| ⛔ Lost (Explicit Opt-Out) | Lead gave a clear no or opted out. | Ignore. |
Pipeline Lead Cards
Every lead appears as a card on the pipeline — a complete profile of who you're dealing with, where they're at, and what they're after.
The AI automatically populates:
- Vehicle type, phone number and service inquiry,
You need to add and keep updated:
- Job value — confirmed value only. Quotes and estimates go in notes.
Pipeline Notes
Every lead card arrives with a brief AI summary covering the key details of the conversation — read it before every call.
Beyond that, use notes to log everything yourself. Quotes you gave, what was discussed, objections raised, and small personal details that came up.
These small touches make interactions feel warm and personal, and build the kind of rapport that closes deals.
At scale you cannot rely on memory alone. Notes are what keep you organised and in control.
Make it a habit from day one.
Custom Invoicing
Instead of being locked into rigid templates from traditional invoicing software, you have access to a custom AI invoice generator that creates professional, branded invoices simply by telling it what you need.
On the web app, go to AI Assistants → Business Scaling Program → Accounting / Invoice Generator AI. The first time you use it, give the AI your business details, logo, branding, business number, tax information and anything else you want displayed. It will remember this for future invoices, and you can ask it to change the design or presentation however you like.
From there, just tell it what to create like a normal conversation:
“Create an invoice for James, BMW M4, full ceramic coating package for $1,800 with wheels and glass included free, and show GST separately.”
It will generate a custom invoice hosted at a link like:
paintprotectionquotes.com/sydneydetailstudio/james-bmw-m4
Make any changes you want through the chat, then send the finished link directly to the customer. This gives you far more flexibility than standard invoicing software while creating a significantly more premium, customised experience for the client. It also avoids PDF’s so you can do all this over text.
Custom SMS Addition
You can add a dedicated phone number for $100 per month.
- It’s optional, but recommended if you want calls, texts and follow-up in one place.
- It isn’t available through our setup for clients in New Zealand.
With the phone system enabled:
- Call and text leads through the platform. Customers receive normal calls and SMS from your dedicated number.
- Messages, call activity and recordings automatically appear in the conversation thread.
- Incoming calls come through the LeadConnector app, much like a WhatsApp call.
- Website enquiries can receive an AI response over SMS, rather than relying on manual follow-up.
Additional Features
Once a lead passes the AI deactivation point, the AI is permanently disabled for that lead. You can still schedule follow-ups using messages you write or pre-set templates. These aren’t AI conversations.
Schedule a follow-up message
- If a lead says their car arrives in three weeks, open their profile, set the follow-up date, write the message and save it.
Activate a follow-up sequence
- Alternatively, activate a pre-built sequence. Use either this or a scheduled message, not both.
- Click the disable button to clear the follow-up fields and stop the follow-ups.
- A reply ends the sequence, but a separately scheduled message may still send.
Automatic Google review requests
- Moving a lead to “💵 Job Completed” automatically sends a review request.
- To prevent this, click “Block Auto Review Request” in their profile before moving them to that stage.
Appointment reminders
- When booking an inspection or job, activate appointment reminders in the lead’s profile. They’ll receive SMS reminders ahead of the appointment.
Your Role - Laid Out Clearly
Stay on top of everything and manage your pipeline properly.
The return on the time invested may not be obvious early on, but as you scale you will want this running cleanly. It ensures no one slips through the cracks and every opportunity is accounted for. This is what high-level operators do — if you choose not to, it will cost you.
- Get to every lead as soon as you can. Voice sells better than text — you are a full sales manager now, act like one.
- Once you get them on the phone, deactivate the AI if they haven't yet been qualified and work the lead yourself to finalise the deal and get something locked in fast.
- Update the pipeline after every interaction, always.
If they don't answer:
- Call at different times of day
- Try calling from your personal number in case they are avoiding your CRM number — still update the pipeline after
- If they stay completely cold for a week, move them to 👻 Completely Unresponsive
Navigation (Mobile + Desktop)
→ Overview covered in the video.
Bringing It All Together
Your system runs as one connected operation. The AI works like a 24/7 employee — getting to every lead the moment they come through and handling the initial qualification and closing them if you can’t. But you are still the sales manager, and it is on you to follow up, close, and manage the pipeline properly to maximise your results.
Everything is centralised. Continue conversations, organise leads, add notes, log bookings, and stay completely on top of every opportunity — all in one place, so nothing gets left on the table.
Done properly, nothing slips through. Every lead is tracked, every follow-up is logged, and every booking is accounted for.
This is how serious operators run their business — and now you have the infrastructure to do the same.
That Is The Software
One step left in this funnel: what changes when you start advertising.
