Metric Definitions
Learn what DealerSpot counts in each report.
Use this guide when you want to understand why two reports show different numbers.
What counts as a completed sale
Most sales reports start with transactions that:
- Have a status of Complete
- Have a transaction date inside the selected period
A Pending transaction does not count as a completed sale. Before completing a deal, check its date, sale price, vehicle, branch, and assigned managers.
Some reports also need a vehicle with a saved type or condition. A completed deal without a vehicle may appear in a monthly sales total but not in a vehicle report.
Sales numbers
Units sold
Units sold usually counts completed transactions. It does not count every vehicle whose current status is Sold.
Sales revenue
Sales revenue adds the sale prices from the included completed transactions. It does not add taxes, documentation fees, title and license fees, other fees, or financing amounts.
Average sale price
Average sale price is sales revenue divided by the number of included completed transactions.
Vehicle mix
Vehicle type and condition reports group completed deals by the information saved on the linked vehicle. Missing vehicle information can leave a deal out of these reports.
Monthly sales reports
Both monthly reports use the transaction date, but they can show different totals:
- Monthly Sales Performance can count a completed deal without a linked vehicle.
- Monthly Performance Overview requires a linked vehicle.
Use these reports to compare units and sale-price revenue by month. They do not show lead conversion, cash flow, or inventory turn time.
Salesperson Performance
This report uses the managers assigned to completed transactions. If two managers are assigned to one deal, both receive the full deal count and sale-price value.
Use it to review participation, not commissions. Apply your dealership's pay rules separately.
New vs Used Sales
This report groups completed transactions by the linked vehicle's condition. Transactions without a vehicle are left out. Check the vehicle condition before completing the deal.
Vehicle Type reports
Vehicle Type Sales Analysis
Shows completed sales by the linked vehicle's type during the selected period.
Vehicle Type Distribution
Shows how completed sales are divided among vehicle types during the selected period. Deals without a linked vehicle or vehicle type are left out.
Vehicle Types
Shows the vehicle types currently saved in inventory, including Draft, Listed, and Sold records. It is a view of today's inventory, not a past inventory snapshot.
Profit Analysis
DealerSpot subtracts the recorded expenses attached to sold vehicles from their sale-price revenue. The result includes only the expenses your team entered on the vehicle.
Check repeated vehicle links
If the same vehicle is linked to more than one completed transaction, its expenses can be counted more than once. Check the linked vehicle on each completed deal before relying on the result.
Use your accounting records for final numbers
Profit Analysis does not automatically include payroll, rent, overhead, taxes, or costs entered in another system. Compare the report with your accounting records.
Operation Costs
Operation Costs groups recorded expenses from vehicles whose current status is Sold. It does not use a transaction date range.
The vehicle count includes every Sold vehicle in the selected branch, even those without an expense. The category totals include only saved expenses.
Tax Report
The Tax Report shows tax values saved on Complete transactions. A completed deal without a saved tax result can appear with a zero amount.
Before using the report:
- Confirm the branch and buyer location.
- Review calculated or manually entered tax before completing the deal.
- Save exemption details when they apply.
- Open and correct the transaction if the tax information is wrong.
Use the export when you need the full list of records. Always compare DealerSpot tax information with your source transactions and your dealership's tax professional.
Branch and date choices
The branch selector limits which records appear. Owners and Admins can choose All Branches. Date choices appear only on reports that use transaction dates.
Include the full final day in a custom range
When using a custom date range, choose the day after your intended final day as the end date. This includes transactions entered throughout the final day.
When two people see different numbers, compare:
- Branch selection
- Report name
- Date range
- Transaction status and date
- Linked vehicle information
- Vehicle expenses
- Assigned managers
Before a monthly review
Check these items:
- Complete status and transaction date
- Vehicle sale price
- Linked vehicle, condition, and type
- Vehicle expense amounts and categories
- Assigned managers
- Saved tax and exemption information
- Branch assignment