VIEW UPDATE BUYERS LIST
The purpose of this SOP is to ensure every vehicle transport is documented, compliant, and accountable. By standardizing PO formatting, corporate invoicing, and requiring condition checks, photos, and signed Bills of Lading, we protect the company against tax issues, CRA audits, and damage disputes. This process creates a full paper trail from pickup to storage, ensuring every vehicle is traceable, every payment is authorized, and every deal is secured.
All transport invoices must be issued as follows:
PO Line: “John Doe & [VIN]” (Buyer’s contractor/agent name + vehicle VIN).
⚠️ This name must be the same as the Bill of Sale (BOS).
Invoice To: The corporation paying for the vehicle. Example: 1234 Ontario Inc. or 1234 Alberta Inc.
Rule: Whichever corp pays for the vehicle must also appear on the transport invoice for tax and CRA compliance.
If these conditions are not met, stop and request correction before proceeding.
Always communicate with carriers by email only to create a written trail.
Every booking email must include:
The PO format (“Agent Name & VIN”, matching BOS).
The correct corporate billing info (from HQ for the paying corp).
Pickup and drop-off instructions (always drop to storage).
Confirm carrier has insurance, operating authority, and issues a Bill of Lading (BOL).
The Buyer’s Agent/Contractor must:
Email the transporter to pick up the vehicle.
Direct the transporter to collect it from the salesperson or dealership front office where it is staged.
Confirm pickup handoff in writing by email.
Every transport must include industry-standard inspection steps:
Bill of Lading (BOL): Required on every move.
Vehicle details (VIN, make, model, mileage).
Noted condition at pickup (scratches, dents, damage).
Signature at pickup and again at drop-off.
Circle Check: Walk-around inspection before pickup and after delivery.
Photos:
Clear photos of all sides before pickup (with odometer + interior if possible).
Clear photos after drop-off at storage (all sides + storage location).
⚠️ If a transporter does not provide a BOL, you must supply one for them to sign.
Once the correct invoice is received:
Forward it to HQ for approval.
HQ will provide the virtual card for payment.
Never use personal cards, cash, or advances.
Upload into the vehicle’s VIN folder → Transport:
The invoice (PO matching BOS + VIN, billed to correct corp).
The booking email trail.
Pickup and drop-off photos.
Signed BOL (from carrier or our template).
Payment confirmation (once paid).
Circle-check for compliance:
PO = Agent name on BOS + VIN.
Invoice = Paying corp.
Payment = HQ virtual card.
Photos + BOL = Proof of condition & custody.
✅ PO shows “Agent Name & VIN” (matching BOS).
✅ Invoice billed to the corp paying for the vehicle.
✅ Carrier booked by email (paper trail).
✅ Pickup confirmed with dealership.
✅ Circle check + condition report done.
✅ Photos before pickup and after drop-off.
✅ Signed Bill of Lading filed.
✅ All documents uploaded to VIN folder.
Subject: Transport Booking – [VIN] – [Pickup Location] to [Storage Location]
Body:
Hello [Carrier Name],
Please provide a transport quote and invoice for the following vehicle:
VIN: [Insert VIN]
Pickup: [Pickup Location – confirm with salesperson/front office]
Drop: [Storage Location]
PO: John Doe & [VIN] (must match Bill of Sale name)
Invoice To: [Insert Corporation Name & Billing Address of the company paying for the vehicle]
Requirements (standard transport practice):
- Condition report at pickup and drop-off
- Circle check before pickup and after delivery
- Photo proof before pickup and after delivery at storage
- Signed Bill of Lading (BOL) with vehicle details and condition
Once invoice is issued, we will arrange payment via corporate virtual card.
Thank you,
[Buyer Agent Name]
✅ Summary:
Transport is only valid when the PO matches BOS, the invoice matches the paying corp, and the carrier provides condition reports, photos, and a signed BOL. All documents go in the VIN folder. Payment is strictly via HQ’s virtual card after approval.