How Alma Auto Scaled Their Car Garage Network with RO App

Scaling Smarter: Alma Auto’s 5-Location Success

Table of Contents

From One Garage to a Thriving Service Network
A Centralised System That Powers the Whole Network
The Need for a Network-Capable Solution
Multilingual Call Centre with Real-Time Insights
Multichannel Messaging: SMS, WhatsApp, and Social Media
Automated Car Intake Workflow
Complete Customer History & KPIs for Repeat Visits
Efficient Inventory and Stock Control
Real-Time Dashboards and Branch Performance KPIs
Easy Onboarding and Intuitive Interface
Why RO App Is the Best Solution for Garage Management

From One Garage to a Thriving Service Network

Julia and Michał Wilczynski, co-owners of Alma Auto, launched their first car garage in Wrocław, Poland, shortly after relocating from abroad. What began as an experiment to test the market and make connections quickly transformed into a thriving network of five service stations with 45 employees.

Their roles are clearly defined — Michał handles operations and production, while Julia controls finance, marketing, and systematisation.

Our goal is for the company to run like a well-oiled machine. We want dashboards to highlight issues and only step in when necessary.

Julia Vilchynska

Co-owner

Alma Auto

This year, their primary goal is to reduce day-to-day operational involvement to just three hours and move towards full strategic management. To make this shift, they turned to RO App.

A Centralised System That Powers the Whole Network

Like many growing service businesses, Alma Auto faced the challenge of managing operations across multiple locations while maintaining consistent service quality. They needed a digital infrastructure for all their locations to unify their operations. This centralisation has become the backbone of Alma Auto’s strategy, allowing them to:

• Maintain a centralised database of clients and vehicles, accessible from any location.
• Automatically assign work orders to the right location based on workload and specialisation.
• To provide a personalized service, store and track full communication histories, including calls, messages, and social media interactions.

Seeing the complete customer journey — from first contact to final invoice — is invaluable. It helps us fine-tune every touchpoint.

Julia Vilchynska

Co-owner

Alma Auto

The Need for a Network-Capable Solution

Most garage management software on the Polish market fell short — they either focused solely on workshop processes or lacked support for multi-branch management and client communication. Alma Auto tested many systems, even a pilot version of one, but none of them met their needs for a network business. RO App was the game-changer.

I was immediately drawn to RO App’s interface. It’s not just visually appealing — the thoughtful details throughout the system simplify our daily work in ways that truly make a difference. Everything feels intuitive and efficient.

Julia Vilchynska

Co-owner

Alma Auto

Multilingual Call Centre with Real-Time Insights

Alma Auto’s clients speak a variety of languages, so communication has to be fast, clear, and centralised. The team integrated Zadarma VoIP with RO App to meet this challenge, creating a single, multilingual call centre for all five locations.

Incoming calls are now:

• Logged and routed to the right location.
• Linked to customer records in RO App.
• Evaluated against the receptionist call script based on real, recorded conversations.

The VoIP integration has improved how we manage leads. Thousands of recorded calls in the RO App helped us create a receptionist script that ensures consistent service.

Julia Vilchynska

Co-owner

Alma Auto

They now plan to analyse script performance by tracking how well it converts calls into confirmed client appointments.

To further improve quality, Alma Auto is introducing NPS surveys after each customer visit, allowing them to gather feedback and optimise service delivery in real-time.

Multichannel Messaging: SMS, WhatsApp, and Social Media

Recognising that customers prefer different communication channels, Alma Auto uses RO App to engage clients via:

• SMS notifications for booking confirmations, vehicle status updates, and follow-ups.
• Automated messages for missed calls, letting customers know they’ve been heard.
• Facebook and Instagram integrations to capture social DMs and route them into the service queue.

Every interaction is logged and linked to the customer's record in RO App’s customer communication software, making follow-ups faster and more personalised.

Customers appreciate how fast and clear our updates are. SMS is especially effective — it builds trust and keeps them informed at every step.

Julia Vilchynska

Co-owner

Alma Auto

This omnichannel setup ensures no message is missed, and every branch can follow the same communication standards.

Centralised customer communications in RO App

Automated Car Intake Workflow

Before the RO App, the intake and service tracking process at Alma Auto was time-consuming and inconsistent. Now, with the help of automation and smart tools, they've built a seamless and scalable intake workflow that covers every step of the customer journey.

With the RO App, the car intake process is now:

• Fully digitised: each vehicle is logged with structured work order templates.
• Automated with smart work order management and status updates that reflect progress in real-time.
• Enhanced with VIN identification, enabling accurate vehicle matching and service tracking.

Alma Auto added a pre-repair technical checklist to their workflow for quick visual inspections of critical components. Now, every vehicle goes through a brief inspection before work starts — it adds consistency and quality control. They also opened a new role — head of the repair area — responsible for overseeing work order administration.

The team benefits from pre-configured document templates that automatically populate data fields and print instantly. This drastically reduces paperwork errors and eliminates manual input for routine forms like invoices, inspection reports, and service agreements.

One of the most impactful features for the team has been Bundles — pre-packaged service sets that include all required labour and parts. These are especially useful for frequently requested services like gas equipment installations.

Sets of services/goods/promotions in RO App

Bundles are a real lifesaver. Everything’s grouped in advance — works, parts, labour. We reduced processing time by 500%!

Julia Vilchynska

Co-owner

Alma Auto

Finally, the owners use the analytics reporting software and the RO App Dashboard mobile app to monitor operations and cash flow in real time. This transparency has helped improve financial control, enabling them to make fast decisions and stay on top of branch performance, even on the go.

Complete Customer History & KPIs for Repeat Visits

At the heart of excellent customer service is the ability to understand and respond to client needs — not just in the moment, but over time. With garage management software, Alma Auto can access the entire history of each customer's interaction with the company across all branches.

Each employee has access to an event feed that includes:

• Past service orders and work performed
• Spare parts used
• Service status changes
• Communication records, including call logs and message history

This complete view allows the team to quickly answer customer inquiries, clarify past work, and resolve disputes confidently.

Detailed event feed in the work order

If a customer has questions about a previous repair, we can instantly pull up their service history — orders, parts, even phone conversations. It helps avoid misunderstandings and builds trust.

Julia Vilchynska

Co-owner

Alma Auto

Beyond visibility, Alma Auto actively tracks the Repeat Visits KPI — a valuable indicator of both service quality and customer satisfaction. The KPI helps the team analyse how often customers return and how effectively staff handle long-term customer relationships.

This data-driven approach strengthens client loyalty while helping the team refine operations and elevate the overall customer experience.

Efficient Inventory and Stock Control

Spare parts and consumables are managed centrally in RO App’s inventory management software. Each branch operates its own warehouse, but everything is linked through a central system. This setup enables:

• All stock is visible across locations
• Inter-branch transfers are fast and traceable
• Monthly audits are easier with clear reporting and logs
  
  

No more duplicate purchases. If a part’s available elsewhere, we just transfer it. That keeps our stock levels lean and efficient.

Julia Vilchynska

Co-owner

Alma Auto

Inventory audits at Alma Auto used to be time-consuming. Now, with RO App’s stocktake software, everything is logged and easy to verify, improving accuracy and reducing excess stock.

Settlement of balances in virtual warehouse

Real-Time Dashboards and Branch Performance KPIs

With five locations, Alma Auto relies on RO App’s business dashboard software and analytics reporting to stay informed without being on-site every day. Managers and owners can track:

• Average check value
• Number of completed jobs
• Productivity of each team member
• Branch-level goal achievement

Weekly team meetings are driven by this data, allowing branch managers to present their numbers, discuss progress, and adapt strategy accordingly.

We set plans and track the dynamics of their execution across each branch. It gives us a clear picture of performance, so we can adjust the strategy quickly when needed.

Julia Vilchynska

Co-owner

Alma Auto

In addition to core KPIs, Alma Auto tracks acceptance team performance using specific indicators like the number of positive Google reviews and additional sales made during service intake. This helps staff stay accountable and motivated.

Easy Onboarding and Intuitive Interface

RO App’s interface is designed for quick adoption. When Alma Auto recently onboarded several new employees, they were up and running in days.

In 2–3 days, our new staff had full command of the system. The interface is clear, and everything is where it should be.

Julia Vilchynska

Co-owner

Alma Auto

Even RO App’s new beta feature, the Bookings Calendar, has been well-received, offering more ways to effectively manage time and resources.

Why RO App Is the Best Solution for Garage Management

After a year of working with RO App, Alma Auto has reached an entirely new level of business maturity. What began as a growing network of car garages is now a highly structured, data-driven organisation, equipped with the tools to scale efficiently and confidently.

If you run a growing car garage business, here’s why Julia recommends RO App:

• Scalability: One platform for managing every branch, every team, and every process.
• Customer-centric communication: Unlike other solutions, RO App offers built-in multichannel communication, making it easier to connect with customers where they are.
• Process consistency: Templates, bundles, and automation streamline every step.
• Data visibility: Real-time analytics, KPIs, and reports support fast decision-making.

RO App is a great tool for scaling. With all of our processes already in the system, it’s easy to connect a new location or a new employee and get them working right away.

Julia Vilchynska

Co-owner

Alma Auto

The RO App team is proud to support Alma Auto’s growth and success. Their journey is a clear example of how the right technology, paired with a forward-thinking leadership team, can transform operations and unlock new performance levels.

We’re excited to see what’s next for Alma Auto — and we’re ready to continue building the future of the automotive repair and service industry together.