Home · The System
Under the hoodEverything it does
77 automations running today at Athena Towing, built over hundreds of hours and connected into one system. This is what you start from.
Phones & AI dispatch
- Main line rings the office phone, then every crew phone at once; voicemail pickups are detected and the call keeps moving, so no caller gets hung up on
- AI dispatcher answers what the crew misses: vehicle, pickup, drop-off, a quote from your rates, a booked job, and a human handoff on request
- Quotes calculated in code from your rates and real road distances, so the AI can't invent a price
- Automatic failover to a backup AI provider if the main one goes down mid-call
- Roadside-network job offers worked by phone: the crew is rung for an ETA, then the job is accepted or escalated
- Reminder calls when a driver hasn't accepted a job
- Every AI call recorded, transcribed, scored by an automated quality check, and reviewed daily
- Phone-routing watchdog that flags dead air, stuck calls, and phones that keep missing
Customer experience
- Address checks on every call, with far-away pickups read back before a truck rolls
- Text quotes on request: one standard reply first, then an instant AI quote if the customer asks for it
- "Your driver is on the way" texts with the driver's name and how to reach them
- A live tracking link that follows the truck the driver actually picked
- A "no driver yet" text after 15 minutes with options to keep waiting or cancel
- Invoices with a payment link texted to the customer in one tap from the dispatch chat
- Google review requests texted after completed jobs
- A private inbox where your team answers customer texts from their phones
- Delivery tracking on every outbound text, opt-out handling, and a spend circuit breaker
Dispatch & Towbook
- Web, phone-AI, and text leads turned into Towbook jobs automatically
- Dispatcher quote channel in team chat: type the job in plain English, get a priced quote, tap to invoice or create the Towbook job
- Every new lead, booked job, missed call, and handoff posted to your dispatch channel
- Crew broadcasts for scheduled tows
- Crew roster synced from Towbook every day
- Daily Towbook report pull and a weekly review of gone-on-arrivals and secondary tows
Motor-club billing
- Billing sweep on every call: en-route, loaded, and deadhead miles calculated from real addresses and filled in
- Daily mileage and billing audit that catches what the sweep missed
- All the major motor-club billing portals: dispatches matched to Towbook, deadhead charges added, invoices built for review and submitted
- Portal sessions watched so billing never stalls on an expired login
- Return miles that must be called in to a club, flagged with the billable excess worked out
- Motor-club dispatch emails and portal jobs turned into Towbook calls automatically
- Portal agents that request payment where a club pays through its portal
- Virtual-card payments from motor clubs charged and recorded automatically, with a safety net for out-of-network cards
- Completed-job billing emails for clubs billed by email, and alerts for secondary tows that need manual billing
- Daily and weekly billing digests showing what was billed and what's still open
Payroll & team
- Weekly commission calculation from Towbook with per-driver rates, dispatcher fees, and gone-on-arrival caps, ready to approve
- Pay math covered by tests, so a rule change can't quietly change someone's check
- A check that every approved payroll actually lands in the books
- Private crew access by phone number and a texted code; leave the roster and access ends instantly
- An employee AI assistant that answers company questions and shows each person only their own pay
Books & bank
- Bank accounts synced daily, transactions categorized by AI and rules, and posted to the books
- Card-processor fees, withholdings, refunds, and payouts reconciled every week
- Loan payments split into principal and interest automatically
- A book-integrity audit with a dozen detectors, plus a daily guard against double counting
- Receipts emailed in, read, classified, and filed
- Bill radar the day before a big recurring bill, and a monthly subscription-creep audit
- Daily unpaid-job report and a Monday collections list
Email & admin
- Email checked every 10 minutes, so nothing urgent sits unread
- Receipt and invoice attachments pulled out and filed automatically
- Urgent emails pushed to the owner in team chat
- A daily digest of newsletters and industry news, so the inbox stays clean
- Questions about odd bank transactions emailed to the owner, and the answers booked automatically
- Every email, chat, and decision saved to a private memory the system can search
Fleet & maintenance
- Truck cost per mile (fuel, maintenance, repairs) calculated from your own books
- The truck a driver picks in Towbook bound to the customer's tracking link
Website & Google Ads
- Every ad call matched to the phone log and to the Towbook job it became
- Each job valued by profit (after driver commission and truck cost per mile) and sent back to Google Ads daily
- ROI by channel: call button, website, form, and organic, with true net and break-even cost per job
- Daily ad-leak audit plus a callback list of ad callers who didn't book
- Click-fraud shield, wasted-spend sweeps with automatic negative keywords, and a spend-cap guard
- Tracking watchdog that checks analytics and ad tags are actually firing
- Weekly site audit: security, SEO, speed, and domain expiry
- SEO crawl, weekly ranking-movement alerts, and Google Business Profile post drafts
Advisor reports
- Daily action brief and a close-of-day money brief
- Weekly finance, growth, operations, and risk advisors, a weekly review, and a monthly super-brief
- Tax reminders: quarterly estimates, year-end review, filing checklist
- Every brief scored for grounding against the real numbers, and the advisors tune themselves from feedback
- A critic that hunts for problems and sends the owner questions only they can answer
- An owner command line in a private phone chat, with a PIN on anything that touches money or payroll
- Live dashboards: finance and towing KPIs, plus the private owner dashboard
- Owner dashboard with 12-month projections and a what-if planner
Impound & repo
- Impound records synced from Towbook every 30 minutes
Monitoring & security
- Heartbeats and watchdogs on every scheduled job, with automatic restarts of anything that goes stale
- Server health monitoring and checks that live code matches the approved version
- Encrypted off-site backups with staleness alarms and verified restores
- Standing checks that re-prove important things are still true, every day
- Security watch: vulnerability scans, email-spoofing alerts, and self-healing secure tunnels
- Memory that consolidates and cleans itself, and skills it learns with the owner's approval
- Background research that watches for new tools and better ways to run the shop
Every item above is running today. How it's built stays between us and our clients: under a mutual NDA, you get all of it, and the methods stay private.
What we can build next, for you
Everything above is running today. These aren't, yet. They're the next things the system is built to grow into, and we build them for your shop on request. Pick what you want in the quote builder.
Your dispatch software, whatever it is
Omadi, TOPS, Beacon, Autura, Dispatch Anywhere, or something homegrown. We connect through its API, or work its screens like a person would where there isn't one.
Truck GPS & ELD
Live truck locations from your GPS or ELD provider: closest-truck dispatch, automatic ETA texts, and a customer tracking link.
Impound & storage
Daily storage charges, lien-notice deadlines, owner letters, and release paperwork, tracked so nothing ages out.
Repossession workflows
Assignments pulled in from your forwarding platform, condition reports and personal-property inventories with photos, police notifications logged, and lender updates built from the job.
Fleet maintenance & fuel
Cost per mile for every truck, service reminders, and a forecast of maintenance and repair spend for the months ahead.
Damage-claim defense
Pre-hookup photos collected by text link and saved with the job, ready when a customer says you scratched it.
More motor clubs & networks
Any portal you bill, added one at a time and tested on your real jobs.
Spanish-language phone AI
The same phone and text assistant, answering in Spanish when the caller does.
Commercial accounts & collections
Statements, reminders, and aging for body shops, dealers, and fleet accounts that pay on terms.
Driver scorecards
Revenue per mile, response times, and gone-on-arrival rates per driver, for coaching and fair pay.
Compliance reminders
Licenses, insurance, DOT inspections, and permits tracked before they expire.
Police rotation & municipal billing
Rotation calls logged and billed to each agency's rules.
Driver hiring & onboarding
Applicants screened, license and insurance documents collected, and new drivers added to the roster, payroll, and call rotation in one pass.
Lender & insurance packets
P&L, cash flow, bank statements, and job history packaged on request, ready to send to a lender or your insurance agent.
Multi-yard rollups
One owner view across every location, with each yard's team seeing only its own.
Built around your shop
You don't get my system with your logo on it. You start from the template and we build it around your rates, your crew, your motor clubs, and your software, with custom integrations wherever you need them. Your team gets private dashboards they log into with their phone number, with access set by role: drivers see their own jobs and pay, managers see the board, and the owner sees everything.