Facilitator Bookkeeping and File Management SOP

Facilitator Bookkeeping SOP

Purpose:
Keep organized records for every deal you facilitate to ensure smooth invoicing, tracking, and review.

1. Folder Naming

Each deal gets its own folder. Use this format:

[VIN] – [Buyer LastName] – [DealerName]

Example:
Example: 3GCUDEED9RG123456 – Johnson – SmithChevrolet

2. Folder Contents

Include all relevant documents for the deal:

• Dealer chats / emails

• Vehicle files (spec sheets, photos, window stickers)

• Offer to Purchase (OTP)

• Bill of Sale (BOS)

• Deposit slip / proof of payment

• NVIS and compliance documents

• Buyers Agreement

• Any other supporting documents
  
  

3. File Naming

Name each file using:

[YYYY-MM-DD]_[VIN]_[Document Type].pdf

Examples:

2025-10-19_1GNSKJKC5FR123456_BOS.pdf  

2025-10-19_1GNSKJKC5FR123456_DepositSlip.pdf  

2025-10-19_1GNSKJKC5FR123456_DealerChat.pdf

4. Bookkeeping & Submission

• Keep the folder updated throughout the deal lifecycle

• Zip the complete folder when invoicing

• Submit the ZIP file along with your invoice

• Email to manager & controller

5. Compliance

• Incomplete or disorganized folders may delay payment

• Facilitators are responsible for the accuracy and completeness of all documents