Trade-Ins
Connect an incoming vehicle to the deal and record its allowance, payoff, and lienholder.
A trade-in becomes its own vehicle in Inventory. Link it to the deal, enter the allowance and payoff, then continue its inspection and preparation from the vehicle record.
Enable the trade-in section
- Open the transaction.
- Select Details.
- Open Trade-In and enable the section.
- Link an existing vehicle or create a trade-in vehicle.
- Enter the allowance.
- Enable the trade-in lien section when a payoff applies.
- Enter the payoff, lienholder name, and lienholder address.
- Save the transaction.
Keep the transaction and trade-in vehicle in the same branch. Moving one later does not move the other.
Link or create the vehicle
Search for the incoming vehicle first. If it is not already in Inventory, select Create Vehicle in the Trade-In section.
DealerSpot creates a new blank inventory record with:
- Condition set to Used
- Source set to Trade-In
- Status set to Draft
The new Draft vehicle opens for editing and is selected on the trade-in form.
Save the transaction after creating a trade-in vehicle
The new vehicle is not connected to the deal until you save the full transaction. If you leave first, the Draft vehicle can remain in Inventory without a deal attached.
Add the VIN, mileage, title status, photos, expenses, and other details from the vehicle record.
Creating the record does not appraise the vehicle, verify ownership, inspect its condition, determine market value, or make it ready for listing.
Record the trade-in values
| Field | What DealerSpot stores |
|---|---|
| Trade-In Allowance | Credit entered against the displayed transaction total |
| Trade-In Payoff | Amount entered as owed on the incoming vehicle |
| Trade-In Lien Active | Whether the payoff and lienholder fields apply |
| Lienholder Name | Entered holder of the trade-in lien |
| Lienholder Address | Address used for the payoff or other contact |
The allowance reduces the displayed transaction total while Trade-In is on. The payoff is kept separately and is not added to that total.
Check the allowance, payoff, and tax treatment
DealerSpot does not appraise the vehicle, confirm the payoff, or calculate customer equity. Trade-in tax treatment can vary. Use your dealership's approved sources before closing the deal.
Review the tax result
When Trade-In is on, DealerSpot uses the entered allowance and payoff when the selected location calls for them. The rules vary by location. Review Taxes & Fees instead of relying on a simple sale-price-minus-trade formula.
Continue work in Inventory
After linking the trade-in:
- Open the linked vehicle record.
- Verify VIN, mileage, title status, and source.
- Add preparation notes in Activity and attach only non-sensitive files in Documents.
- Record acquisition, repair, labor, part, detailing, storage, or other costs as Expenses.
- Build its Listing only after the vehicle is ready for resale.
- Change the trade-in vehicle from Draft to Listed when the public listing is complete.
The transaction link does not automatically publish or sell the trade-in vehicle.
Correct or remove a trade-in
While the deal is Pending, you can replace the trade-in, turn the section off, or change its values. Reopen a Complete deal before correcting trade-in information.
Turning Trade-In off removes the allowance from the displayed total and tax calculation. The incoming vehicle stays in Inventory.
A practical review
- Confirm that the linked record is the incoming vehicle, not the vehicle being sold.
- Verify branch ownership for both vehicles and the transaction, especially after moving any linked record.
- Compare allowance and payoff with the approved deal and current payoff source.
- Keep lienholder details current.
- Review the tax result after any trade-in change.
- Finish the incoming vehicle's record separately in Inventory.