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40 dealer admin tasks you can hand off

Tick the jobs that eat your week. Every one on this list can be done by a trained assistant working inside your dealer software, leaving you the cars, the customers and the signatures.

What’s in it

  • 40 tasks in 6 groups: leads, bookings, listings, consignors, paperwork and back office
  • A tick box and a minutes-a-week column for each
  • What must stay with the licensee
  • A quick way to size how many hours you could hand off

40 dealer admin tasks you can hand off

Leads and enquiries

  • First reply to new portal and website enquiries
  • Qualify buyers: budget, finance, trade-in, timing
  • Qualify sellers: rego, kms, condition, finance owing
  • Send and chase seller self-assessments
  • Work the daily follow-up list
  • Answer “is it still available?” messages
  • Hand hot leads over with a summary

Bookings

  • Book inspections into your calendar
  • Book test drives and collect licence details
  • Send booking reminders
  • Handle reschedules and no-shows
  • Book transport and collections

Listings and photos

  • Edit and order photos to the shot list
  • Clean up photo backgrounds
  • Write listing copy from the stock card
  • Publish to carsales, Facebook, Gumtree and your website
  • Push approved price changes everywhere
  • Take sold cars down
  • Weekly check of every listing
  • Print buyer info sheets and window cards

Sellers and consignors

  • Weekly update to every consignor
  • Relay buyer offers
  • Chase price-drop approvals
  • Send consignment expiry reminders
  • Request finance payout letters
  • Prepare return checklists for unsold cars

Paperwork

  • Run PPSR, written-off and stolen checks
  • Prepare consignment agreements and contracts
  • Pre-fill rego transfer forms
  • Check register entries against stock
  • Request ID and documents
  • Check deal jackets before settlement
  • Track licence and registration expiries

Back office

  • Enter recon, transport and auction invoices against the car
  • Capture and allocate expense receipts
  • Match payments to deals
  • Prepare the month-end pack for your accountant
  • Send Google review requests after each sale
  • Log recon jobs and chase vendors
  • Update the stock list for the floor plan lender

What stays with you

  • Signing agreements and contracts
  • Approving payouts and trust withdrawals
  • Setting prices and approving price drops
  • Anything your licence makes you personally responsible for

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Using it

  • Add a rough minutes-a-week figure next to each task you tick. Most yards are surprised by the total.
  • Put the total into the Desk cost calculator to compare a local hire with a trained assistant.

Questions dealers ask

Which car dealer admin tasks can be outsourced?

Most of the screen work: first replies to enquiries, follow-ups, bookings, listings and photo editing, consignor updates, paperwork preparation and bookkeeping data entry. Signing, approving payouts and pricing decisions stay with you.

How many hours of admin does a car yard have?

It depends on volume. Use the checklist to tally your own, or the Desk cost calculator to estimate it from your stock and enquiries.

Who can do these tasks for me?

A local admin, a general virtual assistant, or Desk, a trained assistant for car dealers who works inside carassessments.com.au.

Stop doing this in a spreadsheet.

The app works this out on every car automatically, from appraisal to settlement. Leave your email and we’ll show you on one of yours.

More free calculators and templates, or see pricing.