Quickstart

Use this guide to complete your first workflow in DealerSpot. You will add a vehicle, publish its listing, add a customer, and create a deal.

Before you start

Have these items ready:

• Your DealerSpot account
• The dealership location you want to work in
• A vehicle VIN, if available
• Basic customer and deal information

If your dealership has more than one location, choose the correct one before adding anything. This keeps the vehicle, customer, and deal together.

1. Add a vehicle

1. Open Inventory.
2. Select Add Vehicle.
3. Choose a location if asked.
4. Enter the 17-character VIN, or leave it blank to enter the vehicle yourself.
5. Select Create Vehicle.

DealerSpot creates the vehicle as a Draft and opens its Details tab. If you entered a VIN, review the information DealerSpot found and fill in anything that is missing.

Add the details your team needs, such as:

• Year, make, model, mileage, and condition
• Asking price and title status
• Photos and a customer-friendly description
• Expenses, documents, and dealership-specific fields

Save your changes as you work.

2. Publish the listing

1. Open the vehicle's Listing tab.
2. Add a clear title and description.
3. Upload and arrange the photos. The first photo is the main photo.
4. Save the listing.
5. Change the vehicle status from Draft to Listed.

Listed vehicles can appear on the storefront for their assigned location. Draft and Sold vehicles stay off the storefront.

3. Add a customer

1. Open Contacts.
2. Select Add Contact.
3. Choose a location if asked.
4. Select Create Contact.

The new record starts as a Lead named New Contact. Replace that name, then add the information your dealership needs, such as phone number, email, vehicle interests, budget, and preferred purchase method.

Save the contact. You can then add notes, connect vehicles they are interested in, or attach supporting files.

4. Create a deal

1. Open Transactions.
2. Select Add Transaction.
3. Choose the location handling the deal.
4. Select Create Transaction.

The deal starts as Pending. In General, add the vehicle, customer, and team members working on the sale. In Details, enter the sale terms that apply, including:

• Transaction date, sale price, and purchase method
• Payments or financing details
• Taxes, fees, and discounts
• Trade-in information
• Title, registration, warranty, and other dealership details

Save Details before creating documents.

5. Prepare documents

Open the deal's Documents tab and select the location used for its forms. DealerSpot shows the forms available for that location.

Before printing:

1. Finish the vehicle, customer, dealership, and deal information used by the forms.
2. Open each form and check every filled value.
3. Select the forms you need.
4. Print them one at a time or combine selected PDFs.

Your dealership is responsible for choosing and reviewing the correct forms.

6. Complete the deal

A deal must have at least one contact before you can change it to Complete.

When you complete it, DealerSpot can:

• Change the attached contact from Lead to Customer
• Mark the vehicle as Sold
• Lock important deal details to prevent accidental changes

If you need to change a completed deal, reopen it first. If you cancel a deal, DealerSpot returns its vehicle to Listed.

Check your work

Your first workflow is complete when:

• The vehicle has the correct location and status.
• The Listed vehicle appears on the correct storefront.
• The contact shows their vehicle interest and related deal.
• The deal shows the correct customer, vehicle, team members, totals, and documents.

Quick fixes

The vehicle is missing from the storefront

Confirm that its status is Listed and that its location matches the storefront. Draft and Sold vehicles do not appear.

The VIN did not fill every field

VIN results depend on the information available for that vehicle. Review the result and enter any missing details yourself.

Automatic tax is unavailable

Check the state and county selected for the deal. Some tax rules also need a fair market value. Use Manual mode when automatic tax does not cover the sale.

A completed deal cannot be edited

Reopen the deal first. DealerSpot locks important fields after completion to help protect the final record.

Learn more