G28 Auto Key Supplies

G28 Auto Key Supplies

An end-to-end automation ecosystem connecting DVLA vehicle data, enquiry forms via the website, HubSpot CRM data, Airtable and ServiceM8 job creation, eliminating manual admin and unlocking true business scalability.

The Challenge

G28 Auto Key Supplies faced a major operational bottleneck that was slowing the business down and creating daily frustration for both staff and customers. As a vehicle locksmithing and diagnostics company, they deal with a large volume of enquiries every single day but their internal workflow relied heavily on slow manual processes that left too much room for human error.

Whenever a customer submitted an enquiry, the team had to manually collect missing vehicle information, look up the correct job details from a huge spreadsheet containing thousands of rows, calculate pricing, and then re-enter everything into multiple systems. This repetitive workflow caused delays, created inconsistencies, and meant the team were spending more time on admin than delivering actual work.

What They Had

  • Customers submitted incomplete or incorrect vehicle details
  • No central CRM system was being used
  • Jobs had to be recreated manually in ServiceM8
  • Delays were common and difficult to scale around
  • The business was heavily restricted by admin capacity

What They Needed

  • Automatic DVLA vehicle lookups (Make, Model, Year, VIN etc.)
  • Clean, complete data in HubSpot
  • Automated deal pipeline logic
  • Automatic ServiceM8 job creation
  • A seamless, zero-touch workflow

Our Approach

To fix the issues G28 were facing, we created a connected automation system that handled every step of their workflow from the initial enquiry all the way through to job creation. The goal was for one form submission to trigger a complete, automated process without staff involvement.

We started by linking their website form to a DVLA vehicle data API so each enquiry came through with accurate vehicle information. We then built a series of advanced Zaps in Zapier that formatted the data, enriched it with customer details, and matched it against G28’s Airtable pricing database which contains thousands of records.

Once the data was cleaned and verified, it was pushed directly into HubSpot where new deals were created automatically. We also set up automation rules that reacted to deal stage changes. When staff moved a deal forward, the system instantly carried out the correct action such as sending a quote, issuing follow ups, applying timed discount logic, or creating a complete job inside ServiceM8.

Zapier handled the automation, Airtable controlled the pricing logic, HubSpot managed the CRM workflow, and ServiceM8 received fully prepared jobs ready to schedule. The end result is a fast and reliable automation pipeline that removes manual admin and supports the business at scale.

The New G28 Automation Process

Smart Form Capture (DVLA Vehicle Data)

We connected the website form to G28’s DVLA vehicle data provider. When a customer enters their registration:

  • The customer’s full vehicle details are retrieved automatically

  • No additional input is required
  • Customer experience is simplified

  • Removes guesswork and massively reduces input errors

This alone eliminated hours of back-and-forth every day.

Zapier → Clean Data Processing

A chain of multiple custom actions and Zaps process and format the customer’s submitted vehicle data

  • Looks up matching pricing in a 1000+ row Airtable database

  • Normalises vehicle information into a processible format

  • Pulls in all submitted customer details

  • Adds job type, location and notes

The resulting dataset is pushed into HubSpot cleanly and consistently.

Automated Deal Creation in HubSpot

Every enquiry that comes through the website becomes a well structured and detailed HubSpot deal:

  • Automatically assigned to the correct pipeline and deal stage

  • Includes full vehicle + pricing data
  • Creates or updates customer profiles

  • Stores a detailed history of all quotes and communication

This entire process results in no manual CRM entry. Ever.

Deal Stage Automation (The Magic Part)

Once a deal is created in HubSpot, the entire lifecycle is handled automatically based on customer actions and internal updates.

  • Deals automatically move stages

  • Triggers quotes, follow-ups, and internal notifications
  • Keeps sales, admin, and operations perfectly aligned
  • Eliminates missed steps and human error

Every enquiry progresses smoothly from first contact to completion.

Automatic Job Creation in ServiceM8

As part of the G28 process, when any deal in their HubSpot CRM reaches the “Converted/Won” stage:

  • A complete ServiceM8 job is created
  • Customer details, vehicle details and notes are populated
  • Job is ready to schedule instantly

  • The scheduled job is completed with no additional admin required

This alone eliminated hours of back-and-forth every day.

The Final Solution

The completed system gives G28 Auto Key Supplies a fully automated workflow that handles every stage of their process from the moment an enquiry is submitted to the moment a job is created in ServiceM8. Enquiries now arrive with complete DVLA vehicle data, the pricing is matched accurately through Airtable within seconds, and every new lead is created as a structured deal inside HubSpot without manual involvement. As staff move deals through the pipeline, the system sends quotes, triggers follow ups, manages timed discount logic, and builds fully prepared jobs ready to schedule. Everything runs consistently and in the correct order, which removes almost all admin work, eliminates human error, and provides a scalable operational system that supports the business at any volume.

What This Means For G28

Hours of admin saved

No data lookups, no retyping details, and no manual job creation.

Infinitely more scalable

The system now handles the workload a full admin team once managed.

Better customer experience

Fast responses, accurate details, and quicker job scheduling and happier customers.

Significantly Less Human Error

DVLA to HubSpot to ServiceM8 runs automatically with consistent formatting.

Client Feedback

“testimonial to go here…”

John – Owner

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