Costa Cars · Automotive · Spain

95% faster paperwork per car

How a Valencia car import business cut document processing from around 2 hours to 5 minutes and brought leads, cars and paperwork into one system.

2h → 5 min Document processing per car

1 system Instead of 4+ scattered tools

0 manual Lead entry from Instagram, Telegram and web

More volume Without adding headcount

Costa Cars helps people buy and import cars in Spain.

For every car, the team has to collect documents, coordinate customs and inspections, and keep track of where the process stands. At the same time, new leads arrive through Instagram, Telegram and the website.

The business was working. But a lot of it was still being held together manually. And too much of that work depended on Evgeniy.

Every car created another two hours of paperwork.

A new car meant documents to collect, customs to coordinate and inspections to track. The information was not in one place. Some of it was in Google Drive. Some in Google Sheets. Client and team conversations were in WhatsApp. Other files were sitting on a laptop.

To understand what was happening with one car, the team often had to check several places.

Then there were the leads. Instagram. Telegram. The website.

Each new enquiry had to be noticed, entered and followed up manually.

Around 2 hours per car. Documents, customs and inspections were handled manually.

Leads came from three channels. Instagram, Telegram and the website all had to be checked separately.

No single place to check a deal. Sheets, Drive, WhatsApp and local files all held part of the picture.

The problem was not one bad tool. The work was spread across too many places, and people had to connect it by hand.

Client Testimonial

Moving everything into a CRM wasn't enough.

The obvious fix was to put the data in one system.

That would make the business easier to see. But it would not remove the work.

Someone would still have to take a lead from Instagram and enter it. Someone would still have to move information between folders, sheets and chats. Someone would still have to remember what happened next.

So we looked at two things separately. Where should the information live? And which steps should stop depending on someone remembering to do them?

The system had to answer both.

We gave every car and every lead one place to go.

We structured the document workflow in Airtable so the team could see the documents, owner and current status for each car in one place. The steps that used to take around two hours of chasing files and updating information were reduced to a few clicks.

Then we connected the lead channels. New enquiries from Instagram, Telegram and the website now enter the CRM automatically. The team does not have to copy them from chats or remember to add them later.

Leads, documents and the history around the work are visible in one system.

Evgeniy can open it and see what is happening without checking four different places first.

Same business. Much less chasing.

Before Hushflow

closeAround 2 hours of document work per car
closeLeads entered manually
closeInstagram, Telegram and web checked separately
closeDocuments spread across Drive and local files
closeFull deal status required checking several tools

After Hushflow

checkAround 5 minutes of document processing per car
checkLeads captured automatically
checkAll three lead sources enter the CRM
checkCar documents follow one structured workflow
checkOne system shows the current picture

The team did not need another place to store information. They needed the places they already used to stop creating manual work between them.

Two hours became five minutes.

The document process for each car dropped from around two hours to five minutes. Leads from Instagram, Telegram and the website are captured automatically. And the business can handle more cars without adding people just to keep the paperwork and lead tracking under control.

“Now I feel in control. I can open the system and see exactly what's happening. Nothing gets lost, and we can handle a lot more cars without growing the team.”
Evgeniy · Costa Cars

Still checking three or four places to understand what is happening with one client or project?

Show us how the work moves today. We'll look at it with you and tell you where we'd start.

Let's talk →

30 minutes. No pitch.