Facilitator Playbook

New Vehicle Procurement & Compliance Flow (Canada)

Overview

CarManana works with verified facilitators to secure new Canadian vehicles directly from licensed dealers.
Facilitators act as independent acquisition agents, purchasing vehicles under their own names and transferring ownership to CarManana immediately after payment.

CarManana handles all legal, financial, and export compliance once title (NVIS) is reassigned.

Facilitator's Guide 

Privacy & Operational Security

To protect all parties and prevent CRM exposure:

1. Always use a dedicated dummy (VoIP) number when contacting dealers.

2. Create and use a dummy email (Gmail/Outlook) for each deal.

3.  Never use your personal phone or business email domain.

4.  Keep all communication professional and minimal — as a normal consumer inquiry.

5.  Dealer CRMs automatically capture contact data.

6. Using dummy VOIP + dummy credentials protects your identity and ensures clean records.

 Facilitator Mission

You act as the consumer buyer of record for the initial sale.

Your role is to:

1. Secure the vehicle directly from the dealer as a retail customer.

2. Have CarManana wire funds directly to the dealer.

3. Ensure NVIS/title is reassigned to CarManana immediately after payment.

Once transfer is completed, you carry no liability for resale or export.

Step 1 — Initial Contact

“Hi, I’m calling about the [2025 Lexus LX600 Luxury] you have listed. Is it still available?”

• Sound casual and natural — just like a retail buyer.

• Dealers use K.Y.C, F.O.R.M and F.A.B frameworks. (Qualification, Relationship & Sales Pitch)

• Never mention exports, facilitator, or third parties.

• Focus on color, trim, and immediate purchase readiness.

Step 2 — Lock the Unit

“If it’s available, I can move forward today.”

• Express clear intent to buy.

• Request invoice or purchase order.

• Coordinate payment — CarManana wires dealer directly once confirmed.

Step 3 — Deposit Protocols

If the dealer requires a deposit:

• Go ahead and place the deposit using your own card.

• Obtain a deposit slip or receipt — this becomes part of the file.

• Notify CarManana with the deposit amount and structure (final deposit or partial).

• Once we wire full payment, the dealer will refund your deposit (via card reversal or cheque).

• This is your liability, so always confirm amount and refund process upfront.

If the dealer does not require a deposit:

• Request a Bill of Sale (BOS) and bank wire instructions in writing.

• CarManana will wire the full amount directly.

• Before wiring, confirm if the dealer has any restrictions like “7-day hold policy” or internal clearance delays.

Always verify what’s required before we wire, and document every step.

Step 4 — Paperwork & Transfer

• Sign dealer paperwork under your personal or entity name.

• Use your dummy email and VoIP number.

• Once payment clears, collect:

  • Dealer Invoice

  • NVIS (New Vehicle Information Statement)

  • Bill of Sale

  • Deposit Slip (if applicable)

Then:

• Endorse or reassign NVIS/title to CarManana.

• Send all scanned documents to your CarManana coordinator.

Average Deal Time

• Target: 1– 3 business days
  From first call → unit locked → payment wired → NVIS/title transferred.
  Faster deal times mean higher trust, faster payouts, and stronger dealer relationships.

Key Performance Indicators

Dealer Inquiry (Facilitator)

→ Deposit / BOS / Invoice Secured

→ CarManana Wires Dealer

→ NVIS/Title Transferred

→ CarManana Handles Compliance & Export

→ Facilitator Paid