Purchase & Pickup SOP

 VEHICLE PURCHASE & PICKUP SOP

Purpose:
To ensure all facilitators follow a uniform process for purchasing, paying, and picking up vehicles from dealers — minimizing risk, miscommunication, or payment delays.

1. PRE-DEAL VERIFICATION

Before any payment or offer:

• Confirm:

  • VIN, trim, color, mileage

  • Final agreed price

  • Dealer’s full legal name and wire details

• Ask for:

  • Purchase Invoice or Proforma Invoice

  • Bill of Sale (BOS) draft for review

  • Do not sign an “Offer to Purchase” — only a Bill of Sale once the deal is final.

2. DEPOSIT HANDLING

If dealer requests a deposit:

• Politely state:
  “We’re an immediate wire buyer and can pay in full upon vehicle readiness — please send the BOS and pickup confirmation instead of a deposit request.”

• Alternative proof:

  • Send a Letter of Intent or proof of funds screenshot.

  • Never wire deposits to “hold” units without a confirmed VIN and written release plan.

• Paid with Company Virtual Card:

  • Ask for deposit receipt.

  • Never send picture of card, ask for credit card authorization form instead.

3. PAYMENT PROCESS

Before wiring:

1. Dealer must send:

   • Signed BOS 

   • Written confirmation of pickup date/time

   • Release contact name, phone, and pickup address

2. Facilitator sends:

   • Proof of wire transfer

   •  Email confirming wire sent, with expected pickup day

Sample message:

Funds have been wired in full for [VIN]. Please confirm receipt and that the vehicle will be released for pickup on [DATE] to our transporter [COMPANY NAME].

4. PICKUP PROTOCOL

Once dealer confirms payment and readiness:

• Transporter must have:

  • Copy of BOS (shows: “Balance: $0.00 upon wire received” or stamped or signed “paid”)

  • Dealer contact name & phone

  • Authorization note from facilitator if required

Transport reports to: Dealer’s lot or offsite storage as confirmed in writing.
No pickup occurs without dealer’s release confirmation.

5. DOCUMENT HANDLING

Upon pickup:

• Dealer provides:

  • NVIS / Registration / Ownership

  • Original BOS (shows: “Balance: $0.00 upon wire received” or stamped or signed “paid”)

• Transporter sends pickup photos (VIN tag, dash, odometer, exterior).

All documents go to Carmanana.

6. COMMON RED FLAGS

🚫 Salesperson avoids giving a firm pickup date
🚫 BOS is missing VIN or signed price
🚫 Dealer wants deposit “to start paperwork”
🚫 Dealer claims “funds must clear for 3 days” — clarify with management before wiring
🚫 Transporter shows up without release confirmation

If any of these occur → stop payment and contact HQ for verification.