Documents

Keep all transaction-related documents organized and accessible in DealerSpot.

Document Management

Uploading Documents

1. Open the transaction
2. Navigate to the Documents tab
3. Click Upload
4. Select files to upload
5. Wait for upload to complete

Supported formats: PDF, DOC, DOCX, JPG, PNG

Viewing Documents

Click any document to preview or download. PDFs open in a viewer; images display directly.

Organizing Documents

Documents are listed in upload order. Use descriptive filenames to keep things organized:

• BillOfSale_Smith_2024-01-15.pdf
• TitleApplication_12345.pdf
• Odometer_Disclosure.pdf

Removing Documents

1. Hover over the document
2. Click Remove
3. Confirm deletion

Deleted documents are permanently removed.

Common Transaction Documents

Required Documents

These documents are typically required for every sale:

Financing Documents

For financed purchases:

Trade-In Documents

When accepting a trade:

Compliance Documents

State-specific requirements:

Document Workflows

Before the Sale

1. Prepare bill of sale template
2. Print buyer's guide
3. Prepare title documents
4. Have odometer form ready

During the Sale

1. Complete and sign bill of sale
2. Complete title application
3. Execute odometer disclosure
4. Sign financing documents (if applicable)
5. Complete trade-in paperwork (if applicable)

After the Sale

1. Scan and upload all signed documents
2. Submit title application to DMV
3. Send documents to lienholder (if financed)
4. File dealer copies

Document Retention

Keep transaction documents according to your state's requirements. Common retention periods:

DealerSpot stores your uploaded documents securely. Download and archive copies per your retention policy.

Tips

• Scan documents immediately after signing
• Use consistent naming conventions
• Upload all pages of multi-page documents together
• Review documents for completeness before the buyer leaves
• Keep original signed copies in your physical files

Next Steps