VEHICLE PROSPECTING SOP

For: Facilitators
Purpose: To find real, on-the-ground vehicles and forward verified opportunities directly to the Manager for closing, payment, and pickup coordination.

1️. Tools You’ll Use

• DealerRater Canada → https://www.dealerrater.ca/

• Dealer Websites → for live inventory

• Google Sheets – Prospect Log 

• Prospecting Contact (optional) → dedicated business email or VOIP used only to request vehicle availability or general info during research

• Registered Facilitator Identity → used for all confirmed communications, quotes, and closing activities once a vehicle has been verified
  
  

2️. How to Prospect

Step 1 — Find Dealers

1. Go to DealerRater Canada → “Find a Dealer” → select your province/territory

2. Build your dealer list in the Prospect Log

3. Prospect every dealer in your area, focusing on high-demand models
   
   

Step 2 — Search Dealer Inventory

1. Go to the dealer’s own website (never AutoTrader, CarGurus, etc.)

2. Filter by make, model, year, trim, color

3. Confirm stock #, VIN, mileage, price, availability

4. Take a screenshot or copy the inventory link → paste in Prospect Log
   
   

Step 3 — Initial Contact

💬 Sample Message:

Hi, can you confirm if stock #[STOCK#] (VIN [VIN]) is on your lot and available? What’s the current mileage and are there any holds or deposits?

📸 Screenshot every chat/email — save in your deal folder.

Step 4 — Verify Vehicle

• Chat/email confirms on-lot availability

• Photo proof (lot or VIN tag)

• Internet sales confirms via call or webchat

Record verification type + proof link in Google Sheet.

Step 5 — Get Buy Number / Internet Quote

Ask dealer for the “buy number” or internet quote reference and log it in Prospect Log.

Step 6 — Transition to Registered Facilitator Identity

• Use Registered Facilitator Identity for all further communications

• Confirm payment, deposit, and pickup instructions

• Prepare full deal details for Manager
  
  

3. Communication — Send Everything to Manager

Send directly to Manager (no group messages/channels).
Include:

• Dealer name + contact

• Stock # + VIN

• Buy number/quoted price

• Screenshot proof (chat/email)

• Delivery/pickup info

• Timing or notes
  
  

✅ Example:

Verified 2024 GMC Denali
Dealer: Frontier GM (outskirts – can deliver to Calgary)
Stock# 47419 / VIN XXXXX
Buy#: $93,400 confirmed via email
Available now – can deliver to city
Screenshot proof attached

4. Payment Methods (Preferred)

1. Bank draft upon delivery — dealer delivers to city/storage; payment issued on arrival

2. Wire payment to dealer — only after VIN, delivery, and details confirmed by Manager

❌ Never prepay or commit to payment before Manager approval

5. Prospecting Contact Policy

✅ Allowed: Dedicated email/VOIP only for research/info requests
❌ Not Allowed: Using false identity for payment/paperwork

All finalized deals must use Registered Facilitator Identity

6.  Quick Close Checklist

• VIN + stock # verified

• Dealer confirmed on-lot availability

• Screenshot/proof saved

• Buy number recorded

• Add-ons reviewed (must be removed)

• Preferred payment: Bank draft on delivery or wire after Manager approval

• Registered Facilitator Identity used

• Delivery/pickup plan noted

• Deal sent to Manager
  
  

7. Escalation Rule

If dealer pushback, unclear payment, or requires registration:
Stop immediately and send the deal to Manager

8. Key Reminders

• Use dealer websites only — never listing sites

• Always verify VIN and stock #

• Use window sticker lookup

• Remove add-ons/markups before closing

• Keep screenshots/email proof

• Use Registered Facilitator Identity for final steps

• Always send deals to Manager

• Outskirts dealers → delivery-to-city

• City dealers → multi-unit/storage deliveries