One file per pre-owned car, from purchase and reconditioning to sale and ownership transfer.
Run auction buys, inspections, reconditioning jobs, stock ageing, enquiries, test drives, reservations, trade-ins, lender paperwork and sales together. Each car carries cost, repair spend, documents and days on the lot. Sales staff see what is free to show, buyers’ papers are checked before handover, and the owner reads true margin per car.
- Vehicle fields, document checklists and cost heads set to how you buy and sell
- Current stock, enquiries and open deals brought across
- Listing feeds and finance partners scoped during implementation
Used car dealers, from a small forecourt to a multi-site group, keep purchase, reconditioning, stock, enquiries, trade-ins and sale paperwork in one place, configured by GullySystem. Each car has one file holding cost, documents, test drives and sale. Margin comes from full cost. Old stock is flagged by days on the lot.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Purchase
Every car starts with a file. Bought at auction, from a private seller or as a trade-in, it opens with price, registration, odometer, owners and the papers received, and nothing is assumed about its history.
- 2
Inspection
Faults are recorded by area. The inspector estimates the work needed, and the buyer sees that estimate before the offer becomes final, so a worn clutch or a leaking sump is priced in early.
- 3
Reconditioning
Repair, paint and valet jobs are raised, with the workshop or outside bodyshop named, and parts and labour post to the car’s cost. The car moves to ready only when the last job closes.
- 4
Listing and enquiries
A ready car is photographed, priced and listed. Enquiries from each source are logged against it, test drives are booked in free hours, and the asking figure stays current on every listing site.
- 5
Deal
The deal is written down. The salesperson agrees the figure, notes any trade-in, finance and warranty, and takes a reservation deposit, and the invoice is drawn from these lines before the buyer signs.
- 6
Handover and transfer
Documents are checked off against the list, the balance is collected and the keys are released. Then the ownership transfer is tracked until the registration office files it, and the file closes.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Product Management
Every car is a record of its own, with registration, odometer, owners and documents, instead of a line in a shared stock list that anyone can overwrite.
- Job Cards
Each repair, paint or valet job is a card against one car, and its parts and labour add to that car’s cost the moment the job closes.
- Stock Tracking and Alerts
Cars are listed by status and days on the lot, and those past the age you set are flagged for a price review with the floor figure beside them.
- Lead Management
Enquiries from listing sites, calls and walk-ins are logged against a car and a salesperson, with a follow-up date so no caller is dropped.
- Appointment Scheduling
A test drive is booked only for a car that is on the lot and free, with the salesperson and the time held in the diary.
- Invoice Management
The sale invoice is built from the car, accessories, warranty and trade-in credit, and the balance still owed to the lender or the dealer shows beside it.
- Document Management
Transfer forms, service books and lender release letters are filed against the car and checked off before the keys leave the forecourt.
- Commission and Incentives
Commission is worked from sale price against the car’s full cost, with finance and warranty sales counted on separate lines for each salesperson.
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
One system, each person sees their part.
Dealer principals
Read margin per car, cars by age, cash tied up in stock and the month’s sales by salesperson, then approve any discount below the floor figure. Decisions come from one screen, not three spreadsheets.
Sales staff
See which cars are free to show, log every enquiry and book test drives. Then prepare the deal with trade-in and finance on one screen, so nothing is guessed at the last moment before the buyer signs.
Buyers and appraisers
Inspect cars and record faults with an estimated repair cost. Then value part-exchanges from a saved checklist, so the offer made at the desk matches what the workshop later finds under the bonnet.
Workshop and valet staff
Open the reconditioning jobs for each car and add the parts used. Mark each job done, and the car moves to ready while the paper job sheets stay out of the oily office drawer.
Office and accounts
Match supplier bills to cars, record deposits and balances, and chase missing transfer papers. Gaps are caught early. They are never found on the afternoon the buyer arrives for the keys.
The numbers the owner asks for.
- Stock by days on the lot and total cost per car
- Margin per car after purchase, reconditioning and selling costs
- Reconditioning jobs open, with cost against the estimate
- Enquiries by source, salesperson and cars sold
- Test drives booked against cars sold
- Trade-in appraisals offered and accepted
- Handovers with documents still pending
Who this is built for.
- Independent used car lots buying at auctions and from private sellers
- Franchise dealers who also sell pre-owned cars
- Multi-site pre-owned groups moving stock between forecourts
- Dealers who recondition cars in their own workshop
- Dealers who take many part-exchanges and arrange lender finance
When it is not the right choice.
- A person who sells a car or two a year can use a notebook and a listing site.
- A showroom that mostly sells new cars is better served by Auto Dealer Management System, and a workshop that only repairs cars by Garage Management Software.
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
- Vehicle listing sites
- WhatsApp or other messaging
- SMS
- Lender and finance partner forms
- Accounting export
Questions owners ask before a demo.
Does each car keep its own repair costs?
Yes. Parts, labour and outside bodyshop bills are posted to the car’s file, and margin is read from the full cost. A discount request shows the floor figure beside it for whoever approves it.
Can we see which cars have sat too long?
Yes. The stock register shows days on the lot beside total cost. Any car that passes the age you set is flagged for a price review, and the last asking figure is shown next to the flag.
Can the system hold a car while a buyer arranges finance?
Yes. A reservation holds the car with its deposit and an end date. Salespeople see it as held, so another buyer is not promised the same car while finance is still being arranged.
How are trade-ins recorded?
Appraisals are saved. The record keeps the checks made and the value offered. When the buyer completes the deal, the appraisal becomes the new car’s file and the credit appears on the invoice.
What about the ownership papers?
A checklist per car lists keys, service book, transfer forms and any lender release. Rules and forms differ by country, so we set up the list and review it with your own staff before go-live, not after.
Can it update our listing sites?
Where a site accepts a feed, the car’s status and asking figure can be sent from the file. Which sites are supported depends on each one, and we agree the list during implementation with your sales manager.
Can several forecourts share one stock list?
Yes. Every site holds its own stock. Moving a car from one forecourt to another leaves a transfer entry, and head office reads the combined list by age, cost and status.
How do we get a quotation and a first look?
Cost moves with the number of sites, the staff who log in and the portals the stock is listed on. Finance forms and accounting export are extra parts. Current cars and open enquiries to bring across add work. Before that, we show a working stock register built from your own cars.
Can our stock records be exported?
Vehicle files, costs, enquiries and sales can be exported to a spreadsheet. The format is stated in the quotation, so your dealership keeps its own history, including every repair line posted to every car.
What could the sales floor and workshop use ahead of the rest?
Vehicle purchase files, inspection reports, reconditioning jobs and the stock register would come first. Listings, test drives, trade-in appraisals and sale invoices follow. Handover, ownership transfer and commission come last. The proposal lists a date per stage. Moving current cars and costs paid so far sets the pace.
Which stock lists and checklists should the dealer principal bring?
Bring the current stock with costs paid to date, open enquiries, the papers you collect at purchase and handover, and your price review policy. A sample inspection report and a sale invoice show formats. Buying, sales, the workshop and accounts should each nominate someone. Listing site and lender form details help.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Built for.
The trades this product is set up for. Pick yours to see how the work runs there.
Related products.
See Used Car Dealer Management Software 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