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Transcribe insurer and customer chats then ask ChatGPT how to say it clearer so documentation and relationships both improve
Greg Solesbee, owner of Solesbee Collision (Idaho body shop; multi-year statewide customer favorite), in Autobody News
The shop records phone calls and transcribes them, summarizes chats, then pastes chat scripts into ChatGPT and asks how to do better—for customer conversations and insurer discussions. Customers are copied on every email. Documentation (including DEG and shareable PDFs) runs in parallel so the file matches what the customer already heard.
ChatGPT Plus from $20/mo · call recording via your phone system
Easy · or we do it from $149/mo
ChatGPT, call recording / transcription, Database Enhancement Gateway (DEG)
The problem
Insurer reimbursement fights and customer trust both depend on clear communication; advisors were recording calls and chats but not systematically improving what they say.
What happened
Self-reported process: ChatGPT is used to polish language so customers 'understand—without being overwhelmed.' No shop-wide close-rate or reimbursement lift figure is tied only to the ChatGPT step.
Quoted in the source: Greg Solesbee, owner, Solesbee Collision. Source: Autobody News: Making Insurance Carriers Pay — Greg Solesbee / Solesbee Collision (2025-04-02) · Added 2026-10-14.
How to set it up yourself
- What Solesbee Collision did: record and transcribe calls, summarize chats, then run those scripts through ChatGPT for clearer customer and insurer language while keeping full documentation.
- Turn on call recording where legal, get consent as required, and export or paste de-identified transcripts (strip VINs if you do not need them for the rewrite). Summarize chat threads the same way.
- In ChatGPT, paste the prompt below with your shop voice rules. Ask for a clearer version of what was said, plus a short email the customer can be CC'd on. Never invent estimate lines or insurer promises.
- Save the improved script into your advisor playbook and keep the documentation packet (photos, DEG notes, PDFs) aligned with what the customer was told. DIY adaptation: Claude works the same for long transcripts if you prefer it.
Copy-paste prompt
You are a collision-shop communication coach for {SHOP NAME}. Tone: calm, plain, no blame. Using only the de-identified transcript or chat below, provide: 1) a clearer 6-bullet summary of what was agreed, 2) a rewritten advisor script under 120 words, 3) a short customer-CC email that matches the transcript and never invents approvals, dollars or cycle times, 4) three risks if we stay vague. Transcript: {PASTE}One short email a day: 3 new AI use cases from real small businesses, each with its source and setup steps, plus a Tool of the Day. Free, no spam, unsubscribe anytime.
Tools used
ChatGPT
General AI assistant for writing, research, brainstorming and analysis.
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Checked prices: ChatGPT: from Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo (verified 2026-10-14)
Rather not do it yourself?
We'll set this up in your tools, in your voice, tested. $149/mo with setup included (6-month minimum), or $497 pay-once. Satisfaction guarantee: we'll fix it until it works. Pay-once setups: or we refund your setup fee. $149/mo plan: cancel in the first 30 days and we refund your first month. Terms. We reply within 1 business day.
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