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New Car Dealers

NAICS 441110 · Motor Vehicle and Parts Dealers · SBA size standard: 200 employees

New car dealers manage manufacturer allocations, take custom orders with specific build codes, schedule vehicle prep and delivery, handle trade-ins, financing, titling, state inspections and manufacturer reporting. Specialists turn inbound leads into booked appointments, customer selections into precise allocation requests and build orders, track inbound vehicles through prep to delivery, manage trade-in valuations and reconditioning, assemble financing and titling packets, and maintain current manufacturer, DMV and incentive records. All final approvals on orders, spending, contracts, titles and submissions stay with dealership staff.

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What makes this business different

  • Manufacturer allocation based on dealer sales performance, with strict build-code and option requirements that cannot be altered after submission
  • Custom vehicle orders specifying exact colors, packages, options and codes that must match factory availability
  • State-specific requirements for titling, temporary tags, emissions testing and safety inspections before any vehicle can be delivered
  • Trade-in evaluation including condition assessment, payoff verification and decisions to retail, recondition or wholesale
  • Floorplan financing from the manufacturer, monthly holdback, incentives, rebates and warranty activation paperwork
  • Customer financing with lender approvals, conditions and full contract execution on delivery day
  • Vehicle receiving with PDI, accessory installation, detailing, Monroney label application and lot placement
  • Seasonal peaks around new model-year introductions, manufacturer events and end-of-quarter sales pushes

Specialist bots

  • a sales desk with computer monitors displaying customer inquiry forms next to a window overlooking rows of new vehicles on the lot

    Lead Intake Specialist

    Convert every inbound customer inquiry into a qualified lead with complete vehicle requirements and booked appointment.

    Works in: Ambitious Tasks, Email Buckets, Ambitious Docs · Workflows: Lead intake and appointment booking

    Automates

    • Parses incoming website forms, emails and text messages
    • Extracts desired model, options, timeline and trade-in details
    • Checks against current inventory and incoming allocations
    • Drafts appointment proposals and adds to the sales calendar
    • Creates the customer task with full specifications

    Stops for a person

    • Sales manager reviews and approves any preliminary trade-in estimates
    • A person makes the actual outbound call or sends the final confirmation
  • a manager seated at a desk studying a detailed vehicle specification sheet surrounded by manufacturer option guides

    Order and Allocation Coordinator

    Build precise new vehicle orders using correct manufacturer codes and track them from allocation request through arrival.

    Works in: Ambitious Docs, Ambitious Sheets, Ambitious Tasks · Workflows: Vehicle ordering and allocation tracking

    Automates

    • Assembles orders with exact build codes, colors and option packages
    • Prepares allocation requests for the correct submission windows
    • Tracks order status updates from the manufacturer
    • Sends customer updates on build and arrival timelines

    Stops for a person

    • General manager approves every custom order before it is submitted
    • A person confirms final order details directly with the customer
  • a technician in a service bay checking under the hood of a new car on a lift while referencing a printed checklist

    Vehicle Inventory and Prep Coordinator

    Track newly arriving vehicles, schedule all prep steps and keep accurate status and location records.

    Works in: Ambitious Tasks, Ambitious Sheets · Workflows: Vehicle receiving and prep scheduling

    Automates

    • Matches incoming VINs to original customer orders
    • Builds schedules for PDI, accessories, detailing and inspections
    • Updates vehicle status and lot location in real time
    • Notifies sales staff when vehicles are ready to show

    Stops for a person

    • Service technicians confirm completion of each PDI item
    • Manager releases the vehicle from prep to the sales floor
  • a technician photographing the exterior and interior of a trade-in vehicle parked in a dedicated appraisal area

    Trade-In Appraiser

    Capture trade-in vehicle details, generate valuations and prepare disposition plans for reconditioning or auction.

    Works in: Ambitious Docs, Ambitious Sheets, Ambitious Tasks · Workflows: Trade-in appraisal and disposition

    Automates

    • Extracts mileage, options and condition notes from customer submissions
    • Compares details against current market valuation data
    • Prepares draft appraisal offers and reconditioning estimates
    • Schedules any required reconditioning or auction transport

    Stops for a person

    • Used-vehicle manager reviews and adjusts every appraisal value
    • A person conducts the final negotiation of the trade allowance with the customer
  • a clean finance office desk holding open contract folders, a new vehicle key and temporary tag documents ready for review

    Finance and Delivery Coordinator

    Assemble financing contracts, titling forms and delivery packets while tracking all lender conditions to final handover.

    Works in: Contract Analyzer, Ambitious Docs, Ambitious Tasks · Workflows: Financing, titling and delivery execution

    Automates

    • Compiles purchase agreements, financing documents, trade-in titles and warranty forms
    • Checks lender conditions against the completed packet
    • Prepares the full delivery folder with all required signatures
    • Generates state titling and manufacturer activation paperwork

    Stops for a person

    • Finance manager reviews every contract and addendum before any signatures occur
    • A person performs the final vehicle walk-around and delivery
    • Owner approves any discounts or concessions before finalizing
  • a desk with printed manufacturer reporting forms, incentive program manuals and a monitor displaying vehicle sales summaries

    Manufacturer Compliance Clerk

    Compile sales reports, incentive claims and warranty records and prepare them for submission on required schedules.

    Works in: Ambitious Sheets, Ambitious Docs, Ambitious Tasks · Workflows: Manufacturer reporting and incentive management

    Automates

    • Aggregates sales, inventory and claim data by model and VIN
    • Prepares incentive, holdback and rebate claim drafts
    • Tracks floorplan balances and payoff due dates
    • Monitors warranty status and recall campaigns

    Stops for a person

    • General manager reviews all reports and claims before they are filed
    • Staff confirm the requirements for each manufacturer program
  • a service advisor seated at a counter organizing a new vehicle delivery folder alongside a maintenance scheduling calendar

    Customer Retention and Service Scheduler

    Draft post-sale communications, schedule maintenance visits and track warranty and loyalty items for future sales.

    Works in: Email Buckets, Ambitious Tasks, Ambitious Docs · Workflows: Post-delivery follow-up and service scheduling

    Automates

    • Drafts thank-you notes and survey requests
    • Schedules initial service appointments at correct mileage intervals
    • Tracks open warranty items and recall notices
    • Prepares loyalty and referral offer drafts

    Stops for a person

    • Owner approves every customer message before it is sent
    • Service staff confirm all scheduled appointment times

Workflows

Lead intake and appointment booking

Starts when: A customer submits an inquiry via website form, email, text or phone call

  1. Capture customer contact information, desired model, options, timeline and trade-in details
  2. Check current lot inventory and incoming allocations for matching vehicles
  3. Draft a specific appointment proposal for test drive or build consultation
  4. Add the lead to the sales pipeline and set the required follow-up date
  5. Create a customer task containing the complete vehicle requirements

Watch for: Trade-in photos and exact mileage must be captured without assumptions; Response timing follows manufacturer expectations for lead handling

Vehicle ordering and allocation tracking

Starts when: Customer selects a specific build or allocation window opens

  1. Assemble the precise order using correct manufacturer build codes, colors and packages
  2. Draft the allocation request for submission in the proper window
  3. Track the order status from submitted through production, in-transit and arrival
  4. Update the customer on expected build completion and delivery window
  5. Flag and adjust for any factory production or allocation changes

Watch for: Allocation volume is constrained by the dealer's sales history and regional quotas; Build codes must exactly match what the manufacturer can produce at the factory

Vehicle receiving and prep scheduling

Starts when: A new vehicle arrives at the dealership or status changes to incoming

  1. Match the arrived VIN to the original order and update inventory status
  2. Schedule PDI, accessory installation, detailing and any required inspections
  3. Prepare updated window sticker and Monroney label content
  4. Assign a specific lot location or service bay
  5. Notify the sales team once the vehicle is ready for showing

Watch for: Manufacturer PDI checklist must be fully completed before the vehicle can be sold; State emissions, safety inspection and temporary tag rules must be met before delivery

Trade-in appraisal and disposition

Starts when: A customer offers a trade-in during negotiation or at delivery

  1. Capture vehicle year, make, model, mileage, options, photos and condition notes
  2. Run valuation using current market data and comparable sales
  3. Draft the appraisal offer including any reconditioning estimate
  4. Schedule reconditioning work or wholesale auction transport if accepted
  5. Update inventory records or auction paperwork after disposition decision

Watch for: Accurate condition and equipment reporting directly affects the trade allowance; Lender payoff amount must be verified before any title transfer

Financing, titling and delivery execution

Starts when: Customer selects vehicle and financing approval is received

  1. Assemble all purchase contracts, financing agreements, trade-in documents, warranties and addendums
  2. Submit packet to the lender for final conditions and approval
  3. Schedule the delivery appointment and prepare the final walk-around checklist
  4. Complete state title application, temporary tag issuance and registration forms
  5. Record the delivery and submit activation paperwork to the manufacturer

Watch for: All documents must be fully executed on delivery day before the customer takes possession; State DMV titling and reporting deadlines are fixed after delivery

Manufacturer reporting and incentive management

Starts when: End of month, quarter or on specific claim or recall dates

  1. Compile sales, inventory, incentive and warranty claim data by model and VIN
  2. Draft submissions for incentives, holdback, rebates and warranty claims
  3. Track floorplan interest charges and payoff schedules
  4. Maintain active warranty, recall and service contract records
  5. Flag any items that require manager review before submission

Watch for: Manufacturer program rules and reporting deadlines change with each model year; All reporting follows fixed manufacturer calendars

Post-delivery follow-up and service scheduling

Starts when: After delivery and at scheduled maintenance intervals

  1. Draft thank-you message and satisfaction survey request
  2. Schedule the first service visit at the correct mileage or time interval
  3. Track open warranty items, recalls and service campaigns
  4. Draft targeted loyalty offers for future purchases or referrals
  5. Record customer preferences and vehicle details for future interactions

Watch for: All customer communications require approval before sending; Service reminders must align with manufacturer warranty terms

Bot templates for this industry

Source: U.S. Small Business Administration, Office of Size Standards, Table of Small Business Size Standards Matched to North American Industry Classification System Codes, version March 2023 (effective 2023-03-17, NAICS 2022). Size standards are shown for reference only.