Every deal on one record, from first enquiry to delivery.
Carry each enquiry from quotation and test drive through booking, finance and delivery on one record, with the bank sanction letter, lien entry and insurance cover note attached. Sales executives, the finance desk, accounts and service advisers work from the same deal. Stock reads the same on the showroom screen, on your website and on the portals that accept a feed.
- Models, deal stages and commission rules configured before anyone logs in
- Open enquiries, stock list and past customers migrated with your data
- Supported by the team that configured it when a scheme changes
Auto Dealer Management System is the showroom system GullySystem sets up for car, two-wheeler and used-vehicle dealers. The sales, finance and service desks share it. It holds enquiries by source, deal stages, one listing per chassis number, loan papers and commission. At set-up you decide which portals receive your stock feed.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Lead capture
Walk-ins, calls, website forms, ads and portal leads land in one list, and each one is assigned an owner and a source tag before the first call is made.
- 2
Quotation and test drive
The quote goes out with the drive-away price breakdown, and the test drive or test ride is noted on the deal. Each stage sets the next follow-up task for the executive.
- 3
Booking
A booking receipt is issued against the deal. The vehicle is allotted by chassis number and marked booked in stock, and the website listing and portal feed update with it in the same step.
- 4
Papers and finance
Down payment, bank sanction and the loan instalment schedule are recorded on the deal, and the purchase contract, lien entry, loan file and insurance cover note are uploaded to the same record. Nothing is filed elsewhere.
- 5
Invoice and delivery
The invoice is raised when the deal closes, and the balance owed is tracked against it; commission is calculated from the payment received. Delivery follows the pre-delivery inspection and key handover.
- 6
Service and renewal
Service bookings and job cards are tracked from the first free service onward, and periodic service and insurance renewal reminders go out on schedule to every owner on the register.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Lead capture from every source
Bring enquiries from walk-ins, calls, the website, Facebook, Google listings and auto portals into one list. Each enquiry is assigned to an executive and tagged with its source and the model of interest, so none is shared twice.
Learn moreDeal stages
Move each buyer through enquiry, quotation, negotiation, booking, payment and delivery. Test drive notes, trade-in valuation, documents and the drive-away price breakdown stay on the deal, visible to everyone who works on it.
Learn moreFollow-up reminders
Set email, SMS and task reminders by deal stage, periodic service due date or insurance renewal; overdue callbacks surface on the executive’s own list each morning.
Learn moreVehicle stock
Keep one listing per chassis number with variant, colour, price, photos and status, so a vehicle is never promised to two buyers. Demo cars and transit stock are marked apart.
Learn moreWebsite and portal listings
Send stock, list prices and availability to your website and to the portals that accept a feed; a booked or sold vehicle drops off every listing together. No one edits five sites by hand.
Learn moreFinance and instalment tracking
Track down payments, bank sanction status, instalment schedules and pending dues per buyer, with reminders before each instalment date. Loan files missing a signature, form or cover note are flagged to the finance desk.
Learn moreInvoices, collections and commission
Raise invoices from the closed deal and track balances owed; commission is calculated from payment received, using your payout rules for base incentive, trade-in bonus and finance subsidy.
Learn moreDeal documents
Store purchase contracts, loan papers, registration certificates, no-objection letters, ownership transfer papers, insurance certificates and warranty papers against the customer, then search by name, chassis number or policy number. Nothing sits in a drawer.
Learn moreService bookings
Let customers book a service online or by phone. Job cards, estimates and pickup slots are tracked, and service-due reminders follow the odometer reading or the calendar, whichever falls first.
Learn moreSeasonal offers and schemes
Set up seasonal discounts, trade-in bonuses, corporate offers and finance schemes with start and end dates, and send them only to customers whose model and last service match the scheme.
Learn moreTeams and access
Organise sales teams, assigned leads and roles. Commission reports, dealer invoice cost and payment details stay visible only to the right people; executives see their own deals and nobody else’s.
Learn moreDealership dashboard
Review enquiries by source, conversion by executive, stock ageing by model and colour, and revenue; switch between one showroom and every branch without exporting a sheet.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Lead Management
Enquiries from walk-ins, calls, the website, Facebook, Google listings and auto portals land in one list, each assigned to a sales executive.
- Pipeline Management
Sales managers see every buyer by stage, from enquiry through quotation, negotiation, booking, payment and delivery, with documents and notes held on the deal.
- Invoice Management
Accounts staff raise the invoice from the closed deal and track the balance each buyer still owes against it.
- Commission and Incentives
Executive commission is calculated from payment actually received on each deal, following the dealership’s own payout rules.
- Collections and Payment Follow-Up
Accounts teams work the list of buyers with balances owed, and each call or promise is noted against the deal.
- Document Management
Purchase contracts, loan papers, registration certificates, no-objection letters, ownership transfer papers and warranty documents are stored against the customer and found by name or policy number.
- Roles and Permissions
Sales teams, assigned leads and roles are set so executives see their own deals, while commission reports and payment details stay with authorised staff.
- Dashboards and KPIs
Showroom heads review enquiries by source, conversion by executive, stock ageing and revenue for one showroom or every branch.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Every part of the system, by area.
Take the modules you need. Each one works on its own or inside a larger system built for you.
- Applicant Tracking (5)
- CRM (8)
- Finance & Accounting (10)
- Helpdesk (4)
- Human Resources (13)
- Inventory Management (5)
- Project Management (7)
- Manufacturing (6)
- Procurement (4)
- Sales and Distribution (6)
- Field Service (5)
- Statutory and Compliance (4)
- Retail and POS (4)
- Bookings and Appointments (3)
- Subscriptions (2)
- Assets and Fleet (4)
- Platform (6)
- Analytics (2)
- Documents (1)
- All business solutions
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Customer relationship management for auto dealers
Customer relationship management holds each customer’s vehicles, service history, papers and conversations on one record.
Learn moreMobile access for auto dealership teams
Mobile-friendly access lets executives log an enquiry, update a deal, send a quote or check stock from a phone on the showroom floor.
Learn moreViews by role in an auto dealership
A dealership has five working groups, and each opens the part of the deal it acts on.
Learn moreIntegrations for auto dealers
The system connects to the dealership website, to auto portals that accept a feed, to messaging channels and to payment collection.
Learn moreOne system, each person sees their part.
For dealer principals and GMs
See enquiries by source, bookings, deliveries, stock ageing, collections and commission across every branch, and spot the models and colours sitting longest on the yard. Decide on schemes with the numbers open.
For sales executives
Work assigned enquiries, today’s follow-ups, test drives, quotes and the stage of each deal from a phone, and log a walk-in before the family has left the showroom floor.
For the loan and insurance desk
Track loan approvals pending, down payments received, instalment schedules and files missing a lien form, cover note or signature; chase only what is actually stuck.
For accounts
Manage invoices, balances owed, receipts and the monthly commission sheet worked out from actual payments, matching each bank credit to its booking. No more month-end reconstruction.
For service advisers
Handle service bookings, job cards, pickup slots and the list of customers whose next service is due, and call them before they drift to a roadside garage.
The numbers the owner asks for.
- Enquiries by source and by executive, and how many of them became confirmed bookings
- Deals stuck at quotation, negotiation or loan sanction for more than a week, listed by executive so a manager can step in
- Stock by model, variant and colour, with how long each chassis has been waiting on the yard and which ones are booked
- Bookings waiting on bank sanction, insurance cover note or transfer papers
- Balances owed on booked and delivered vehicles, with the promised payment date
- Commission by executive for the month, split into base incentive, trade-in bonus and finance subsidy, each worked from payment received
- Service reminders due and bookings made from them
Who this is built for.
- Car dealerships with a showroom and a service workshop
- Two-wheeler dealers handling many walk-in enquiries a day
- Used car dealers who list stock on their own website and on portals
- Dealer groups with several branches who want enquiries and stock in one view
- Sub-dealers and outlets that track bookings in Excel today
When it is not the right choice.
- If your brand requires its own dealer system for vehicle orders, warranty claims and parts, this sits alongside it rather than replacing it.
- If you only repair vehicles and don’t sell them, Garage Management Software is the better fit.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- Accounting export
- SMS
- Website and auto portals
- Mobile wallets and payment gateways
Questions owners ask before a demo.
Does it replace my brand’s own dealer system?
No, it sits alongside it. Brands usually provide a system for vehicle orders, warranty claims and genuine parts, while this one holds what dealers often keep in Excel and messages: enquiries, follow-ups, finance paperwork and commission rules.
Can two-wheeler dealers use it?
Yes, the flow is the same: enquiry, test ride, booking, finance and delivery. Models, variants and accessory kits are set up for your brand before go-live, with helmets and registration fees as line items.
Does it work for used car dealers?
Yes. Each vehicle has one listing with price, photos, odometer reading and status, which updates on your website when it sells. Registration certificates, ownership transfer papers and loan papers stay attached to the buyer’s deal; there is no pre-inspection or valuation report with photos for a trade-in vehicle.
Which portals receive our stock feed?
The ones you already use that accept a feed; which portals are connected is decided at set-up, and each one is tested with your stock. Where a portal allows no link, its listings are still updated by hand; nothing is promised that the portal does not allow.
How is tax handled on a used vehicle sold at a margin?
Tax rates and invoice formats are set up for your dealership during implementation. Your accountant decides how margin on a used vehicle is treated, and the invoice is configured to follow that advice.
Can our accountant post this in our own books?
Yes, by export. Invoices, receipts and dealer payables come out in a file for the ledger; a direct link is extra work, quoted only if needed.
Can our enquiries and stock be moved from Excel?
Yes. Open enquiries, stock and past customers are imported from your sheets or current software; your team checks the chassis numbers and balances before go-live.
Who owns the customer and sales data?
The dealership does. Reports download in Excel or PDF, and the proposal describes how the database is handed over, including the customer, stock and booking tables, if you ever leave.
What does it cost?
Branches and users matter, as do the portals and website that receive your stock feed, the messaging channels, and whether enquiries and chassis stock come across from Excel. Nothing is priced blind. You see it running on your own stock, then a quotation lists each module with its price.
Is it too much for a small sub-dealer?
It might be. If you sell a few vehicles a month and one person handles booking, loan file and delivery, a shared sheet may do. Describe your monthly bookings and who handles the loan file, and we will tell you if this suits a counter that size.
When could the showroom start working deals in it?
Lead capture, deal stages and chassis-level vehicle stock are the likely opening set, since executives live in them daily. Finance tracking, portal listings and service reminders come later. The proposal names the stages and gives the dates for each.
What does the dealership need on hand before it begins?
Have the open enquiry sheet, current stock by chassis number, the model and variant price list, and your commission rules. Useful samples are a booking form, a quotation, an invoice and a loan file checklist. The sales head, the loan desk, accounts and service should each have someone to confirm what screens show.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Every part, on its own page.
Each page covers one part of the system: what it records, who uses it and what it hands on.
- Analytics and Reporting Dashboard for Auto Dealers
- Auto Sales CRM and Deal Tracking
- Automated Follow-Up for Leads, Services and Renewals
- Customer Relationship Management for Auto Dealers
- Digital Document Storage for Auto Dealers
- Finance and Loan Management for Car Dealers
- Lead Management for Auto Dealerships
- Mobile Access for Auto Dealership Teams
- Payment, Invoice and Commission Management for Dealers
- Promotions and Offer Management for Auto Dealers
- Service Appointment Booking for Auto Dealers
- Team and User Access Control for Dealerships
- Vehicle Inventory Management for Auto Dealers
- Website Inventory Synchronisation for Dealerships
- Views by Role in an Auto Dealership
- Integrations for Auto Dealers
Written for this trade.
Practical notes on running the business, not product marketing.
Built for.
The trades this product is set up for. Pick yours to see how the work runs there.
Related products.
See Auto Dealer Management System set up around your records.
Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements