Paperless: the smartest solution for your dealership

At Dealerbest we are confident that today's dealerships need to rethink their relationship with paper documents, whatever type they may be, and strive to make changes to achieve continuous improvement in their processes.

To improve this relationship, we offer a tool, “Paperless”, that can be adapted to each dealership's particular way of working and that brings efficiency, security, and systematization to all its processes in a simple way. Below, we briefly explain how.

Digital paper – accessible anytime, anywhere

An original physical paper document is, as a rule, unique and therefore can only be in one place. To better understand what we are talking about, let's think of a car's technical specification sheet or its registration certificate, and what happens when its registration or transfer is being processed and those documents are physically at the management office for registration, but cannot be consulted from other departments, which sometimes causes delays, errors, countless calls and emails, etc. The situation could be improved or avoided if the documentation were stored digitally and that copy could be accessed anytime, anywhere. There is no doubt that working with “paper” is neither convenient nor secure. Finding a document once it has been digitized is as simple as performing a Google search.

A guide for the digital administrative cycle

But since filing is not everything, with “Paperless” we can also formalize internal protocols that can be of great help in the administrative cycle of both a new and a used vehicle. Our solution provides the necessary support for each phase of the administrative cycle of a car sale:

• Workflow optimization

Thanks to simple yet highly efficient workflows, coordination and communication between the different departments involved in the administrative cycle in question improves very clearly. Each department or user has an inbox within the program where a task is assigned to them, and once it is completed, it can be forwarded to the next department immediately and without delays. A process where this solution is already being used quite successfully is in the sales and after-sales or repair service, where many departments usually act in a coordinated manner. In addition, the sales inbox cycle can support us in a task as laborious as generating the vehicle delivery report, since it is generated automatically and with all the desired data.

• Absolute control over documents for selling a car

Having all the documents to sell a car is essential. That is why Paperless establishes “checklists” of all the necessary documents, as well as a file for each car, so that in any transaction we can quickly check whether any document is missing (as they are automatically incorporated/attached) and also whether those documents are complete or not (using templates that change from red to green).

• Alerts for expiry dates

Something that is vital in managing a stock portfolio of used vehicles is to always meet and respect the deadlines for all procedures and expirations. Our tool allows you to create alerts and reminders for milestones of any kind, from the expiry date of a vehicle inspection (ITV) to temporary insurance or the payment of the transfer tax.

• Support for the human resources department

“Paperless” has a specific design for dealerships, but it is also backed by the full power of a document manager for other areas such as human resources, with practical solutions such as the automated import, breakdown, and distribution of payrolls or the management of quality regulations. In short, people management becomes more agile and transparent.

Going one step further

Can you imagine being able to communicate directly with the system your management office works with? So that once cars are registered or transferred, a copy of the documentation is automatically saved in its corresponding folder. “Paperless” will make this possible.

In short, we are looking at a tool designed so that dealerships of any brand can take a firm step towards the digitalization of their processes, without having to go through a costly and uncomfortable adaptation period, with all the benefits it brings.