Aaron Buys Cars SOP

Purpose

Aaron Buys Cars operates as the Vehicle Acquisition Division of CarManana Inc., responsible for sourcing and acquiring clean, late-model vehicles from both private sellers and dealerships across Canada.
All funding, payments, and backend operations are managed by CarManana Inc., ensuring full financial control, compliance, and efficiency across the network.

1. Scope

Applies to:

• Facilitators and buyers sourcing vehicles

• Lead facilitators and acquisition managers

• Controllers, logistics, and export managers

• Any staff involved in negotiation, payment, or documentation of vehicle purchases

2. Vehicle Criteria

Vehicles must meet the following standards:

• Model Year: 2022 or newer

• Mileage: Under 80,000 km

• Condition: Clean title, stock or OEM-restored only

• Modifications: Not allowed unless reversible (tint, PPF, or minor wheels acceptable)

• Mechanical: Must pass Alberta Mechanical Fitness Inspection

• Ownership: Free and clear; lien or lease payouts must be fully verified
  
  

3. Acquisition Channels

1. Private Seller Acquisitions (Kijiji, Facebook Marketplace, referrals)

2. Dealership Acquisitions (authorized new-car dealers, verified pre-owned retailers)

4. Private Seller Acquisition Flow

Market Context

Most private sellers list their vehicles because they owe more than dealers are offering.
Dealer trade-in offers are typically below loan payout due to high dealer markups and inflation.
Your role as a facilitator is to:

• Identify sellers who can clear their lien or are close to doing so

• Structure a clean, direct payout deal that benefits both sides

• Avoid wasting time on sellers with deep negative equity and no path to close

Step 1 — Sourcing

• Use Kijiji, Facebook Marketplace, AutoTrader, or referrals.

• Focus on newer vehicles (2022+) under 80,000 km and free of major modifications.

• Log all leads in the Google Sheets tracker and update Pumble for visibility.

Step 2 — Initial Contact

Approach as a retail buyer, not a broker. Request:

• VIN

• Mileage

• Photos or walk-around video

• Service records

• Lien payout screenshot from the seller’s lender or finance portal

Explain that the vehicle will be purchased by CarManana Inc. through its division, Aaron Buys Cars, to handle lien payouts and taxes properly.

Step 3 — Lien Verification

• Confirm any shortfall if the seller owes more than market value.

• Evaluate moderate negative equity based on condition and demand.

• End early if debt is too high to clear.

• No lien payout proof = no deal.

Step 4 — Valuation

Use:

• Tools 

• MMR, AutoTrader, and Carfax values

Adjust for mileage, condition, trim desirability, and market demand.

Step 5 — Private Bill of Sale (BOS)

Seller must sign a BOS showing:

• Seller’s legal name

• Buyer corporation (CarManana Inc.)

• VIN and odometer reading

• Purchase price and date

• Both signatures

No payment until BOS and lien payout are verified.

Step 6 — Payment & Transport

• All vehicle payments are made by CarManana Inc., either directly to lienholders or to sellers.

• Facilitator invoices CarManana Inc. for their commission (invoice must be tax-compliant).

• Verified transport must include:

  • Circle check

  • Before/after photos

  • Bill of Lading

• Vehicle must be delivered to an approved storage or yard (never personal addresses).

Key Objective

Buy clean, stock vehicles that:

• Are desirable and easy to resell/export

• Can clear liens properly

• Would pass Alberta Mechanical Fitness Inspection

• Are OEM or restorable to stock condition
  
  

5. Dealership Acquisition Flow

Step 1 — Lead Identification

• Source from dealer inventory or OEM sites.

• Use valuation tools to confirm buy range.

• Track all active deals in the shared sheet.
  
  

Step 2 — Dealer Communication

• Approach as retail buyer. Do not mention export or brokerage.

• Request quotes and offers in writing.

• Follow Dealer Control SOP.
  
  

Step 3 — Negotiation & Verification

• Verify VIN and trim.

• Apply Tools.

• Obtain BOS before deposit.

• Ensure BOS lists CarManana Inc. as buyer and has no export restrictions.
  
  

Step 4 — Deposit & Payment

• Deposit only after management approval.

• Payment wired directly from CarManana Inc.

• Invoices and payment details must align for CRA and audit control.
  
  

Step 5 — Transport & Delivery

• Transport invoices billed to CarManana Inc.

• Transporter must provide circle check and photos.

• Delivery to authorized storage or logistics location only.
  
  

6. Facilitator & Contractor Guidelines

General Rules

• Facilitators operate as independent contractors under their own corporation.

• All deal communication via Pumble for records.

• Escalate urgent issues by phone only.

• If a deal cannot close, escalate immediately.

• Focus on efficiency, accuracy, and results.
  
  

Profit Share & Commission Structure

A. Facilitator-Funded Deals (Self-Paid Purchases):

• If the facilitator funds the purchase, they retain a % of  profit share after resale/export under their agreement with CarManana Inc.

• Profit splits are defined per deal after operational costs and documentation.

B. Company-Funded Deals (CarManana-Funded Purchases):

• When CarManana Inc. provides capital, logistics, and handles all backend costs, facilitators earn a commission of 0.05% – 1% of the total vehicle value.

• The percentage is based on:

  • Deal quality and cleanliness

  • Vehicle desirability and demand

  • Profit margin size

  • Consistency and reliability of performance
    
    

C. Payment & Invoicing:

• All facilitator payments are issued by CarManana Inc. 

• Facilitators must invoice CarManana Inc. for their commission or profit share, including HST/GST.

• Payments are released after:

  • Vehicle delivery and inspection

  • Documentation verification

  • Controller/accounting clearance

7. Consumer Protection & Professional Conduct

• All consumer transactions must follow provincial Consumer Protection laws (e.g., Ontario CPA, Alberta Fair Trading Act, etc.).

• Always act professionally, respectfully, and transparently with private sellers.

• Never misrepresent who you are or your role — you are representing CarManana Inc. via Aaron Buys Cars, not a private buyer.

• Be clear and factual when explaining:

  • Who the purchasing company is

  • How payment and lien payout work

  • Why documents (BOS, lien release, etc.) are required

• Never make false promises or mislead sellers on price or intent.

• Obtain all correct documents upfront to avoid disputes or compliance issues.

• Keep all communications documented in writing.

• The goal is zero consumer complaints, zero legal issues, and total professionalism.

8. Documentation Requirements

Each vehicle requires a VIN-labeled folder:

1_SalesDocs/

    - Bill of Sale  

    - Lien payout proof  

    - Dealer offer or Private BOS  

2_VehicleDocs/

    - Carfax report  

    - Photos or videos  

    - Condition/inspection notes  

3_Financials/

    - Deposit proof  

    - Wire receipts  

    - Transport invoice

9. Compliance & Quality Control

• All transactions must comply with Canadian tax, lien, and ownership laws.

• Confirm VIN, mileage, and ownership before payment.

• Maintain accurate records for CRA and internal audit.

• No personal or off-record payments permitted.

• Vehicles must pass Alberta Mechanical Fitness Inspection.

10. Performance Expectations

• Minimum 2–3 qualified deals per week per facilitator.

• Daily follow-ups on open leads.

• Post Pumble summaries for management.

• KPIs based on acquisitions, turnaround, and deal quality.

11. Integration with CarManana Inc.

Aaron Buys Cars acts as the Acquisition Engine for CarManana Inc., combining:

• Aaron Buys Cars’ private-seller and retail sourcing capability, and

• CarManana Inc.’s export, resale, and logistics infrastructure.

All acquisitions, payments, and deal flows operate under CarManana Inc. for funding, compliance, and documentation control.