Controlling the Deal SOP

Purpose
To ensure transactions move efficiently from first contact to funding and delivery while maintaining honest communication, clear expectations, and strong relationships with dealerships.

1. Objectives

When you engage a dealership, your objectives are:

• Understand inventory and pricing quickly.

• Confirm all fees, taxes, and add-ons up front.

• Secure a clean, accurate Bill of Sale (BOS).

• Move the deal from “discussion” to “funded and scheduled for pickup” efficiently.
  
  

2. How to Present Yourself

When contacting a dealership:

• Introduce yourself with:

  • Your name

  • The company you represent (if applicable)

  • The type of purchase you are making (e.g., “We’re buying this unit for our resale/wholesale operations.”)
    
    

• You can position yourself as:

  • A vehicle acquisition specialist,

  • A broker working with end-clients, or

  • A representative of a licensed company.
    
    

Do not:

• Pretend to be a retail walk-in with no business purpose if you are not.

• Hide that the purchasing entity is a corporation if asked.
  
  

3. Information You Must Lock In Early

Before committing to a deal, you should confirm in writing:

• VIN, year, make, model, trim, packages.

• Odometer reading and demo status (if applicable).

• Selling price, doc fees, accessories, and any dealer-installed items.

• Applicable taxes and any government fees.

• Whether there are any:

  • Export restrictions,

  • Resale restrictions, or

  • Required holding periods.

If export/resale restrictions are mentioned and conflict with our business model, do not proceed.

4. Managing the Numbers (“Pencils”)

When working through pricing:

• Your first quote is exploratory.

• By the second and third round, you should:

  • Show real movement toward an acceptable number.

  • Be clear about your expectations and your budget.
    
    

• Respect the dealer’s time:

  • Do not request endless “pencils” if the deal is clearly out of range.

  • Be direct: “If we can get to [target number] plus normal fees, we can move forward today.”
    
    

5. Securing the Bill of Sale

A deal is only “real” once a proper BOS is agreed and signed.

BOS should:

• Match the agreed price and details.

• Reflect the correct purchasing entity (corp or individual).

• Include any agreed delivery / pickup details.

• Not include terms that conflict with how we actually intend to use or resell the vehicle.
  
  

If the dealer proposes wording you are not comfortable with:

1. Ask for the exact wording in writing.

2. Share it with a Sales Manager / Controller for review.

3. If the wording is inaccurate or unacceptable, propose corrected language or walk away from the deal.
   
   

6. Deposits, Funding, and Pickup

• Deposits should only be sent once:

  • The BOS details are clear,

  • There are no undisclosed conditions, and

  • The unit is confirmed available.

• Full payment should align with:

  • Clean paperwork,

  • Clear title, and

  • Confirmed pickup or delivery timelines.
    
    

• Transport:

  • Use professional carriers.

  • Provide them with BOS and pickup instructions.

  • Require condition reports at pickup and drop-off.
    
    

7. When to Walk Away

You must be willing to drop a deal if:

• The dealer refuses to clarify export/resale conditions.

• The paperwork does not match what was agreed verbally.

• The store pressures you to sign terms you do not understand.
  
  

A clean “no” is better than a messy deal that creates legal or financial risk later.