BuildTrack Pro

Workflow: a vehicle from purchase to delivery

Every step of a car’s life in Dealer Management: set up, acquire, recondition and cost, price and list, deal, deposit, contract, PDI, delivery, invoice and the statutory record.

Where it is

Settings for this

This walks one car from the day you buy it to the day the buyer drives it away. Each step links to its full guide.

0. Set up once

  1. Dealer Management → Settings: dealer licence number, statutory state, statutory notice and terms. See Dealer Management settings.
  2. The Taxes & fees tab on the same page: confirm tax categories, LCT thresholds, fees and duty bands. See LCT, stamp duty and on-road costs.
  3. Settings → Workshop → Job types and Checklists: make sure Pre-delivery inspection is shown and has its own checklist (Setting the PDI checklist).

1. Buy it

  1. Add the seller as a contact if they are new: CRM → Contacts (Contacts).
  2. Acquire vehicle: rego or VIN lookup, the seller under Acquired from, cost ex GST, asking price, photos and the PPSR. See Buy or trade in a vehicle.
  3. A car not here yet? Order a vehicle. A customer's car for a conversion? Book in customer vehicle. See Order a vehicle or book in a customer's car.
  4. Selling it for the owner? Acquire it as Consignment and follow Consignment.

2. Recondition and cost it

  1. On the unit in Dealer Management → Stock, press New recon job. Run it in Workshop → Jobs (The life of a job).
  2. Charge parts and outside work to the car: Issue parts, Add cost, or the Charge to stock vehicle card on a purchase order (Raise and receive a purchase order).
  3. Press Pull costs so the unit cost (and margin) is true. See Vehicle stock: cost, recon and pricing.

3. Price it and put it on sale

  1. Set the Asking price and work down Ready to sell: price, photos, PPSR, roadworthy, reconditioned.
  2. Press Put on sale.

4. Do the deal

  1. On the unit press Sell this vehicle (or New sale in Vehicle Sales).
  2. Pick the Purchaser, fill in Details of purchase, then the tax category, LCT, Calculate duty → Apply to contract, and the registration, CTP and plate fees (LCT, stamp duty and on-road costs).
  3. Add any trade-in with Add trade-in. It becomes a stock unit of its own.
  4. Under Settlement: payment method, financier and finance amount, estimated delivery and special conditions.
  5. Take deposit and get it paid (Take a deposit).
  6. Save contract. See Sell a vehicle: deal to delivery.

5. Contract

  1. Work through Before signing until it says "Everything's in place".
  2. Convert to contract, then Print contract. Have it signed and upload the Signed sale contract and Buyer ID under Sale documents.

6. Pre-delivery inspection

  1. On the stock unit press New PDI job (A PDI on every unit).
  2. Run QC on the job until it passes (Running the PDI: the QC step), then the delivery checklist with the buyer (Delivery and handover).

7. Deliver

Press Complete sale on the deal. It checks the deposit and the PDI, marks the unit Sold, and the buyer becomes the vehicle's owner on its record.

8. Invoice and get paid

  1. Press Create tax invoice. The draft carries the contract figures less the deposit already invoiced.
  2. Approve, send and take payment in Sales → Invoices (Taking payment on an invoice). It syncs to Xero once approved (Xero).
  3. When it's all paid, Mark settled on the deal.

9. After the sale

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