For Retailers
Deal File Management
Every document, every check and every approval required to complete a vehicle sale, structured across five stages from order confirmation through to handover. A systematic process that helps your team do things properly, every time.
PAPERWORK IS NOT OPTIONAL. MAKING IT EASIER IS.
Every vehicle sale requires essential documentation and compliance checks, including IDD completion, finance proposals, ID verification, funding decisions, registration documents and handover paperwork. If these steps are missed, vehicles can be delivered too early, part exchanges can be incorrectly settled, and handovers can go ahead without proper sign offs.
MOTORDAT Checklist structures the dealership sales process into five clear stages with required actions, documents and approvals. Stages can be customised per dealer group to match internal processes and terminology.
Where possible, tasks complete automatically. Driving licence capture, signed order forms and finance submissions are automatically added to the deal file, reducing manual administration and improving accuracy.
Each checklist is fully configurable, allowing dealerships to control required documents, approval steps and delivery conditions, including brand specific compliance requirements.
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KEY FEATURES.
FIVE STAGE CHECKLIST FLOW.
Checklist structures every deal into five clear stages, each with required actions that must be completed before progression. Stage names are fully customisable per dealer group, so the process matches your existing terminology while keeping consistent structure and control across the business.
AUTO COMPLETE ITEMS.
Where MOTORDAT already holds the relevant documentation, checklist items complete automatically. Driving licence capture, signed order forms and finance submissions flow straight into the deal file with no manual entry. Less admin, more accurate deal tracking.
DOCUMENTS AND APPROVALS.
Upload documents directly against each checklist item with full visibility of status. Where manager approval is required, the system enforces sign off before completion. Every document is stored against the deal, creating a full audit trail for dealership compliance.
DELIVERY CONTROLS.
Set mandatory checklist rules that prevent delivery until key items are complete. Finance payout, registration documents and handover checks must be satisfied before a vehicle can be marked as delivered, ensuring every vehicle is correctly approved before delivery.
BRAND SPECIFIC RULES.
Checklist automatically applies the correct manufacturer requirements per deal. Brand specific forms, warranty documents and audit items are shown only when relevant, keeping multi-franchise operations simple and consistent.
LIVE CHECKLIST DASHBOARD.
The dashboard gives real time visibility of all live deals across the five stages. Track handovers, incomplete checklists, delayed deliveries and missing documentation at a glance, helping managers control dealership performance and workflow efficiency.
HOW IT WORKS.
Fully Embedded in Sales Navigator
MOTORDAT Checklist Management is fully embedded within Sales Navigator enquiry management, removing the need for separate systems or manual updates. Every enquiry, test drive, offer and finance proposal is already captured, so checklist items are pre populated and automatically marked complete where data already exists.
This creates a fully connected deal file management process, reducing admin and improving accuracy from first contact through to delivery.
Automatic Deal Checklist Creation
As soon as a deal is agreed in Sales Navigator, a checklist is automatically created and tailored to the deal type. It reflects the customer's finance and part exchange status, vehicle type and the franchise involved.
The transaction manager completes the remaining actions, while approvals and delivery checks ensure nothing is missed. Items requiring approval cannot be signed off, and the vehicle cannot be marked as delivered until all requirements are complete.
Controlled Delivery and Full Audit Trail
A vehicle can only be delivered once all checklist items are complete and approved. Final steps such as settlement confirmation, provenance checks and cost reconciliation are handled within the system, preventing premature delivery.
Once complete, the full deal file management record remains accessible, including every document, approval and action with timestamps. This provides a complete audit trail for compliance, queries and future reference.
COMPLETE CONTROL OF EVERY DEAL.
Book a demo to see Deal Stacker and DOC in action and discover how MOTORDAT can improve deal management, deal stacking and performance across your dealership.
Our friendly and knowledgeable team are on hand Mon-Fri, 9am - 5:30pm (exc Bank Holidays).