Deskby carassessments.com.au
Virtual assistants for Australian car dealerships.
Desk gives your yard a trained assistant who answers every enquiry within 5 minutes, books inspections and test drives, keeps listings current, updates consignors and gets the paperwork ready for you to sign. It costs from $346 a week plus GST, Monday to Saturday, inside your dealer software.
- Within 5 minutesNew enquiries answered in covered hours
- Mon to Sat, 8am to 6pmBrisbane time, Saturdays included
- Australian team leadSomeone local you can call
- Any DMSWorks in the system you already use
- From$346/week + GST$1,500 a month, month to month
The leads come in while you’re in the yard.
A seller fills in your form at 9:40. You’re mid-inspection, then on a test drive, then at the bank. By the time you ring back at 2, they’ve taken the trade-in down the road. Meanwhile three consignors want an update, two cars need listing and the Form 9 for this afternoon isn’t ready.
Hiring an admin in-house means recruiting, training and covering leave. A general virtual assistant doesn’t know what a PPSR check or a Form 9 is. Desk is the middle ground: an assistant trained in how a car yard runs, working in the same app you do.
What your assistant does
Leads and enquiries
- First reply to every new enquiry within 5 minutes
- Qualify the car and the seller or buyer
- Follow-ups worked off your task list every day
- Price-drop and “is it still available?” conversations
Bookings
- Inspections booked into your calendar
- Test drives booked with licence details collected
- Reminders sent so people turn up
- Reschedules handled
Listings and photos
- New stock listed on carsales, Facebook and your website
- Photos edited and ordered
- Listing copy written and kept current
- Sold cars taken down
Sellers and consignors
- Weekly updates to every consignor
- Offers relayed for accept, counter or decline
- Price-drop approvals chased
- Documents and payout letters requested
Paperwork
- Form 9 and contracts prepared for you to sign
- PPSR checks run and certificates filed
- Rego transfer forms pre-filled
- Settlement statements drafted for your approval
Back office
- Data entry from invoices and receipts
- Bookkeeping prep for your accountant
- Recon jobs and vendor follow-ups logged
- Review requests sent after each sale
Everything they do, where you can see it
Desk
Assistant online| Task | Status |
|---|---|
| Reply to new enquiry, Ranger XLT | 3 min |
| Prepare Form 9 for Mick O’Brien | Ready to sign |
| List 2020 Kia Sportage | In progress |
| Weekly update to 6 consignors | Due 4 pm |
Desk in the app. Sample data.
Tasks
| Task | Due |
|---|---|
| Chase Craig’s self assessment | Overdue, 22 Oct |
| Book Mick’s inspection | Today |
| Send Deb the revised proposal | Today |
Tasks in the app. Sample data.
A report every Monday
What came in, how fast it was answered, what got booked and where the hours went. You see the same numbers live in the app all week.
Desk weekly report
Mon to SatFirst reply, minutes
Dashed line: 5 minute target
Enquiry funnel
Hours by job, 38 this week
Desk report in the app. Sample figures.
A day with Desk on a 60-car yard
- 8:00am
Overnight enquiries
Replies to the 9 enquiries that came in overnight after the AI first reply, and books two inspections.
- 9:00am
Follow-ups
Works the follow-up list: 14 leads, overdue first. Two sellers send their self-assessment back.
- 10:30am
Listings
Edits and orders photos for 3 cars out of recon and gets them live on carsales, Facebook and the website.
- 12:00pm
Paperwork
Runs PPSR on today’s two buy-ins and prepares a Form 9 for the dealer to sign at 2.
- 2:00pm
Consignors
Sends weekly updates to 11 consignors and relays an offer on the Ranger.
- 4:00pm
Back office
Enters the day’s recon invoices against each car and chases the panel shop on a late job.
- 5:30pm
Hand-over
Leaves the dealer a summary: hot leads, what’s waiting for a signature, tomorrow’s bookings.
A sample day. Your assistant works to your list and your rules.
| Local admin, average salary with super | $1,451.49/wk |
| Desk dedicated, Mon to Sat | $692/wk |
| Desk shared | $346/wk |
| Saving with Desk dedicated | $39,493.5/yr |
| Local: $66,500 average administrative assistant salary (Glassdoor, June 2026) + 12% super + 1.5% workers comp (assumed). Desk prices + GST. | |
Cost a week
Hours covered a week
How it works
- 1
We learn your yard
A call to learn how you run things and pick the tasks to hand over. Most yards start within 2 weeks.
- 2
We train on your systems
We set up your templates, scripts and sign-off rules in the systems you use, and your assistant learns your stock.
- 3
Your assistant starts
They work inside your DMS, on your leads, stock and deals, from day one.
- 4
A report every week
Leads handled, response times, bookings made and tasks done, so you can see what you’re getting.
Desk pricing
Shared
Most single-site yards
$1,500/mo + GST
About $346 a week
- A trained assistant shared with a small number of other yards
- Everything on this page, every covered hour
- Leads answered within 5 minutes
- Weekly report
Dedicated
Busy yards and dealer groups
$3,000/mo + GST
About $692 a week
- An assistant who works on your yard only
- Learns your stock, sellers and way of doing things in depth
- Leads answered within 5 minutes
- Weekly report
Works with any DMS
Desk works in the dealer software you already use. Run it on carassessments.com.au, from $99 a month plus GST, and you see every task live in the app.
Desk compared with the alternatives
| Desk | In-house admin | General VA agency | |
|---|---|---|---|
| Covered hours | Mon to Sat, 8am to 6pm | Usually business hours | As agreed, often business hours |
| Trained in car yards | Yes: leads, consignment, PPSR, Form 9 | If you train them | Usually general admin |
| Works inside your DMS | Yes, with permissions set for the job | Yes | Needs logins to your tools |
| Cover for leave or turnover | Backup the same day, replacement in 5 business days | You recruit and cover | Varies by agency |
| Recruiting and training | None | Yours to do | Partly yours |
| Commitment | Month to month | Employment obligations | Often a minimum term |
Your money and your licence stay with you.
Your assistant only sees what each task needs. Anything a licensee must do waits for you.
- No access to payouts, trust withdrawals or bank details
- Agreements, contracts and payouts wait in your sign-off queue
- Every action is in the audit trail, with who did it and when
- Work goes through a quality review queue before it reaches you
- You set the rules: what they can send, what needs your OK
Built for
- Consignment yardsWeekly consignor updates, offer relays and Form 9 prep, every week, without fail.
- Independent dealersEvery portal enquiry answered fast, so fewer buyers go cold.
- Dealer groupsA dedicated assistant per site, or one across the group.
- One-person yardsThe admin of a bigger yard, without your first hire.
Run by a dealer, not a call centre.
Desk comes from TradeBeat, a working QLD consignment dealer. Assistants are trained on how a real yard runs, by people who run one.
That’s why they know what a PPSR check is, why a consignor wants a weekly update, and why a Saturday enquiry can’t wait until Monday. Your Australian team lead knows the work too, and you can call them.
Questions about Desk
What is a virtual assistant for a car dealership?
A trained assistant who works remotely on your dealership’s admin: answering enquiries, booking inspections and test drives, keeping listings current, updating sellers and preparing paperwork. With Desk, they work inside the dealer software you already use, so everything they do sits with your stock and deals.
How much does Desk cost?
Desk shared is $1,500 a month plus GST: a trained assistant shared with a small number of other yards. Desk dedicated is $3,000 a month plus GST: an assistant who works on your yard only. Both cover Monday to Saturday, 8am to 6pm Brisbane time, month to month, whichever DMS you use.
Where are the assistants based?
Assistants work remotely from overseas and are managed by an Australian team lead you can call. They work Brisbane hours, Monday to Saturday.
How fast are leads answered?
Every new enquiry in covered hours gets a reply within 5 minutes. Outside those hours the app’s AI first reply responds straight away and hands over to your assistant when they’re back.
What happens if my assistant is sick or leaves?
A trained backup steps in the same day, and a permanent replacement starts within 5 business days. You don’t recruit or retrain anyone.
What time zone do the assistants work in?
Brisbane time, Monday to Saturday, 8am to 6pm, whatever their own time zone. Their hours are set to your yard’s hours, not theirs.
How good is their English?
Assistants are hired for strong written and spoken English, then trained on how Australian dealers talk to buyers and sellers. They use your templates and tone, and work goes through a quality review queue.
Which systems do they use?
Whatever you already run: carassessments.com.au or another DMS such as EasyCars, Virtual Yard or CloudLogic, plus your email, listing sites and Xero or MYOB. On carassessments.com.au you also see every task live in the app, with response timers and the weekly report.
What about privacy and customer data?
Assistants only see what each task needs, every action is in the audit trail, and they have no access to payouts or bank details. Customer data stays in your systems, under our privacy policy.
Can they sign contracts or move money?
No. Your assistant only sees what each task needs and has no access to payouts or bank details. Anything that needs a licensee, like signing an agreement or approving a payout, waits in your queue for you.
Do I need to use carassessments.com.au?
No. Desk works in the DMS you already use, with logins and permissions you set. It works best in carassessments.com.au, where every task is logged against the lead, car or deal and you see it live. Plans start at $99 a month plus GST, and we migrate your data free if you switch.
Is there a lock-in contract?
No. Desk is month to month, like the software. Start with shared and move to a dedicated assistant when your volume grows.
Get your evenings back.
Leave your email and we’ll call within 1 business hour to show you how Desk would run in your yard. Not ready? Get the checklist of 40 tasks you can hand off.