06 / 16 · From stock to sale
Car dealer desking software that takes a deal from the numbers to the signatures
Work each deal to the out-the-door number with your state’s sales tax, then screen the buyers, choose the forms and collect the signatures on the same record. A deal cannot be marked sold until the buyer and any co-buyer have a clear OFAC screening, and marking it sold produces the forms and opens the title work.
Who does what
The forms fill from the deal. Your team makes the calls.
Fills from the deal
The buyer, co-buyer, vehicle and figures on the deal fill the standard forms and the PDFs you have mapped. A box the deal has no value for is flagged or left blank for you, never guessed.
System · alwaysHolds the sale for OFAC
Your team runs the screening on the buyer and any co-buyer. Mark sold is refused until each has a clear result on their current name, and a potential match waits for an owner or admin manager.
Gate · an owner decidesPrepares, never acts alone
The assistant can choose the forms, build the pack or start a signing request as a card. Each card waits for a person to approve it, and so does marking the deal sold.
AI · you approveStarts the title work
Marking the deal sold opens the title record with a due date 30 days out. You create the worksheet from the deal, and an overdue title is flagged to owners and managers.
System · tracked
What you get
Car dealer desking software that keeps the numbers, the checks and the paperwork on one deal
Build the deal from the buyer, the vehicle and the terms you agree: the trade-in, the fees, your state’s sales tax, the finance terms and any F&I products. Run the OFAC screening and the Red Flags ID check, choose the forms, and mark the deal sold to produce them. The signatures, the closing package and the title work stay on the same deal.
Build from the deal you already have
The buyer comes over from the lead. The vehicle, the trade-in and the figures you enter on the deal fill every form you choose, and a box the deal has no value for is flagged or left blank, never guessed.
See what is holding the sale
The Compliance step shows each buyer’s OFAC result and the Red Flags check. When Mark sold is switched off, the note above it names what to resolve first: a screening, an open match or a missing lienholder.
Close with the papers on the deal
The forms are produced at the sale and signed in store or by email link. The signed PDF, its certificate and the scans you upload stay on the deal, ready to print or download.
See it in action
English audio · English and Spanish captions
Watch on YouTubeYouTube loads when you press Play.
Read the transcript
English transcript
A deal workspace brings the transaction together: the buyer, the vehicle, the figures, and the documents. The point is to review those connected details before collecting signatures or completing the next consequential step.
A deal brings the vehicle, buyer, figures, and paperwork together. AutoDealer provides a guided workspace for reviewing those parts, whether the sale is cash, financed, wholesale, or supported by dealership financing.
Open the deal to review the connected vehicle and buyer information. Work through the available sections to check the trade in, taxes, and fees, keeping the details attached to the same transaction before anyone makes a final commitment or prepares the paperwork.
The finance section brings the terms and selected F and I products beside the deal figures. Review the out the door total and how it was built, then check the record before collecting a payment, changing the deal status, or asking someone to sign.
Paperwork can be filled from the deal, including supported official state forms and your own fillable PDFs. Signing supports in store or remote signatures. Review the documents and recipients before starting a session or sending anything.
The AI assistant can propose deal figures, finance terms, and document preparation. Review the details and approve supported actions, including separate approval for restricted steps.
The details
Desk every deal to the out-the-door number
Enter the selling price and the trade-in, and the deal adds the sales tax, the doc fee, other dealer fees, the tag and title fees and any F&I products, and takes off the trade-in’s equity (or adds what is still owed on it), to reach the total. Record each deposit and payment, and the balance due counts down.
- Cash, finance, wholesale and in-house deals, each with a co-buyer and a trade-in when there is one.
- On a finance deal, Suggest fills the amount financed: the total, less the down payment.
- Payments are safe against a double click, so a retry never posts twice.
- On Max, take a deposit, down payment or balance by card or bank account through your own Stripe account, at the desk or by an emailed link. It records itself on the deal, and the money goes straight to your bank.
Dealer forms that fill from the deal
Tick the forms a deal needs on the Paperwork step, and they are produced from the deal when you mark it sold. The standard Retail Sale pack has four: Bill of Sale, Federal Odometer Disclosure Statement, Privacy Notice (GLBA) and the Title & Registration Application worksheet.
- Upload a fillable PDF of your own, such as a lender’s form or a county affidavit, map its fields once, and it fills from every deal.
- In 22 states, Florida’s HSMV forms among them, the official state forms fill from the deal, flattened and ready to print. Other states use the standard forms or your own PDFs.
- Sentences the law fixes, such as the FTC window form sentence, are added to the standard forms when they are generated.
E-sign in the store or by email link, with no outside signing service
Once the deal is sold, Send for signature puts the buyer, any co-buyer and you on one signing request. Each person signs on your screen with Sign here, or from a link you email, by drawing or typing their name and ticking the E-SIGN and UETA consent box.
- An emailed link works once and expires after 14 days. Send a reminder, or void the request to stop every link at once.
- Owners and admin managers get a bell notice as each person signs.
- When the last person signs, the signed PDF and a certificate of completion are saved on the deal, with each signer’s time, consent and IP address.
The numbers
Sales tax, trade-in credit and fees worked out by your state’s rules
The deal takes the state of your primary location, or the one set under Settings, Deal defaults, and fills in its rate, the shape of its local tax and whether a trade-in lowers the taxed amount. In a state whose local rate goes by county and has a county table, the new deal asks for the buyer’s county. Doc fee, tag and title fees and other dealer fees prefill from Deal defaults.
- Tax is worked out on the selling price, less the trade-in where the state allows it, plus the doc fee where the state taxes it. Type over it on any deal.
- A deal created on the New deal form with the tax the form worked out keeps following your schedule: saving a new price, doc fee or trade-in works the tax out again. A tax you type stays as typed until Use automatic tax, then Save details, turns the calculation back on.
- The Financial report totals the tax on sold deals by jurisdiction.
Finance terms and F&I products on the deal
On a finance deal, enter the APR, the term, the down payment and the amount financed, and the deal shows the monthly payment, the finance charge and the total of payments as estimates. Add F&I products such as a service contract or GAP with your cost and the customer’s price, and the price rolls into the total.
- A finance deal needs its lienholder, picked when the deal is created, before it can be marked sold.
- Your cost on a product is never shown to the customer.
- An in-house deal originates its loan after the sale. Buy Here Pay Here
A vehicle purchase order for the shopper’s bank
From a car’s page, Print and then Purchase order gives a shopper who finances through their own bank a one page quote: the car, each fee, the sales tax, the trade-in and the balance to finance. It is a quote, not a contract. The dealership signs it, it takes no money and it does not hold the car.
- The tax is worked out the same way a deal works it out, so the two agree to the cent.
- The heading follows the name your state usually uses, such as Buyer’s Order in Texas, and you can rename it.
- When the shopper comes back, Start deal carries the price, fees, tax, co-buyer, add-ons and trade-in over.
Automotive desking software sized for an independent lot
The desk works one deal structure at a time, inside the same system that holds your inventory, your leads, your books and your title work, so there is no separate desking tool to keep in step. It is made for an independent used car lot.
- No payment grid, lender rate sheet or lease desking.
- A car carries one open deal, and Submit (Pending) puts it on hold so it cannot be sold twice.
- What a car cost and the posted gross show only to the roles allowed to see cost.
The close and after
Checks inside the close: OFAC screening and the Red Flags ID check
On the Compliance step, Run screening checks the buyer and any co-buyer against the Treasury SDN and Consolidated sanctions lists. Mark sold is refused until each has No match or Cleared (false positive) on their current name, and a passing result from before the list last changed is screened again at the sale.
- A potential match notifies owners and admin managers, and only they can clear it or confirm it, with a note.
- The Red Flags check records five points about the buyer’s photo ID and your attestation. It does not block the sale or read the ID for you.
- The assistant can prepare a re-screen for you to approve. It never clears or confirms a match.
A digital deal jacket: the signed pack, the certificate and your scans on the deal
Everything signed lands on the deal: the e-signed PDF and its certificate, and any wet-signed scans you upload as Signed paperwork. License, insurance card and title scans go on the Paperwork step, and every pack the deal generated can be printed again. The screening, the signatures and the sale are in the audit log with who did each and when.
- At the sale the buyer’s name and address are frozen onto the deal, so a later edit to the customer does not change a closed deal.
- On a retail sale, the buyer’s copy of the FTC Buyers Guide prints from the deal.
- Official state PDFs and your own PDF forms fill from the deal when you view or download them. Downloading one also saves an exact copy on the deal, marked Generated copy, and the same form downloaded again unchanged reuses that copy.
After the sale: the books, the website and the title work pick up from the deal
Mark sold is the one click that closes the deal. It produces the forms you chose, marks the car Sold and takes its page down unless you keep it up marked Sold, posts the sale to Books and opens the title work with a due date 30 days out. Owners and admin managers get a bell notice.
- The sale posts its revenue and cost of goods. Books & Accounting
- A floor plan loan on the car has its payoff recorded at the sale, by default. Floor Plan
- Create title application fills the worksheet and moves the title to App prepared. Titles & DMV
- Unwind sale, for owners and admin managers, puts the car back to Available, cancels the title work and reverses the entries.
The desk works one deal structure at a time, with no lender submission, credit pulls, F&I menu or lease desking. Official state forms cover 22 states today, and the standard forms are starting points to check against your state’s rules. Nothing is filed with the DMV: your team submits the title paperwork and records its status. Screening flags names, and an owner or admin manager makes the call.
In plain words
What the desking and F&I tools do, and what they do not
What it does
- Builds each deal to its total and balance due: price, tax, fees, F&I products, the trade-in and payments
- Takes a deposit, down payment or balance by card or bank account through your own Stripe account, and records it on the deal
- Works out sales tax from your state’s schedule, with the trade-in credit where the state allows it
- Handles cash, finance, wholesale and in-house deals, with a co-buyer and a trade-in
- Holds the sale until the buyer and any co-buyer have a clear OFAC screening
- Fills the standard forms, your own mapped PDFs and the official state forms of 22 states from the deal
- Collects e-signatures in the store or by email link, with a certificate of completion
- Opens the title work and posts the sale to Books when the deal is marked sold
What it does not do
- Submit credit applications to lenders, or pull credit reports.
- Show a payment grid, lender rates or lease figures. It desks one structure at a time.
- Rate or price F&I products from a provider. You enter each product, its cost and its price.
- Supply official state forms outside the 22 states covered today. Other states use the standard forms or your own PDF.
- File anything with the DMV. Title work is tracked here, and your team submits it.
- Hold the buyer’s money. A Stripe payment goes straight to your bank, and you record any other payment you took.
- Check an ID document for you. The Red Flags check records what your team confirmed.
Questions
Desking and F&I questions dealers ask
What does car dealer desking software do, and what is included here?
Desking is working out a deal’s numbers before the customer signs: the price, the trade-in, the fees, the tax, the financing and the payment. Here a guided deal does that in five steps (Deal info, Buyer, Compliance, Paperwork, and Review & print), then carries the same deal through the OFAC screening, the forms, the e-signatures and the title work. It is part of the platform, not a separate product.
How a deal is created and closedDoes it work out the out-the-door price with my state’s sales tax and the trade-in credit?
Yes. The deal adds the tax, the doc fee, other dealer fees, the tag and title fees and any F&I products to the selling price. The tax comes from the state of your primary location: its rate, the shape of its local tax and whether a trade-in lowers the taxed amount. Change it under Settings, Deal defaults, or type over it on a single deal. Check the result against your state’s current rules: you remain responsible for the tax you collect and remit.
Sales tax on a vehicle, state by stateCan it handle cash, finance, wholesale and in-house deals?
Yes. Those are the four deal types, picked when you create the deal, and each can carry a co-buyer and a trade-in. A finance deal needs its lienholder on file before it can be marked sold. An in-house (Buy Here Pay Here) deal originates its loan after the sale, and the schedule and the payments are serviced in the same platform.
See in-house financingDoes it submit credit applications, pull credit, or give me an F&I menu and a payment grid?
No. It structures the financing and the F&I products on the deal and produces the paperwork. It does not submit credit applications to a lender network, pull credit reports, show a menu of F&I products, compare payment options side by side or desk a lease. You enter each F&I product with its cost and its price. Pair it with your own lender portals and credit provider.
Can it write a purchase order or buyer’s order for the shopper’s bank?
Yes. From a car’s page, Print and then Purchase order makes a one page quote with the car, each fee, the sales tax, the trade-in and the balance to finance. The heading follows the name your state usually uses, such as Buyer’s Order. It is a quote, not a contract: the dealership signs it, it takes no money and it does not hold the car. When the shopper comes back, Start deal carries its figures into a new deal.
Write a purchase orderWhich dealer forms come with it, and can I use my own PDF forms?
The standard Retail Sale pack fills four forms from the deal: Bill of Sale, Federal Odometer Disclosure Statement, Privacy Notice (GLBA) and the Title & Registration Application worksheet. They are starting points, so check them against your state’s rules. You can also upload a fillable PDF your dealership uses, such as a lender’s form, a county affidavit or an auction buyer’s order, map its fields once, and it fills from every deal. Official state forms are available for 22 states today, and how many custom templates you can keep depends on your plan.
Official state formsDoes it e-sign the paperwork, and are electronic signatures legal on a car deal?
It e-signs the closing forms the deal produced, on your screen in the store or from an emailed link, with no separate signing vendor to pay. Each signer ticks an E-SIGN and UETA consent box, and the certificate of completion records their name, signing time, consent and IP address. Whether a given document may be signed electronically depends on your state and your lender, so check before you rely on it. Official state PDFs and your own PDF forms are printed for signing, and you can upload the signed scans to the deal.
What happens to the car, the books and the title when I mark a deal sold, and can I unwind it?
Mark sold produces the forms you chose, marks the car Sold and takes its page off your website unless you choose to keep it up marked Sold, posts the sale to Books and opens the title work with a due date 30 days out. It does not file anything with the DMV. If the deal falls through, an owner or admin manager can unwind it: the car goes back to Available, the title work is cancelled and the journal entries are reversed. An open in-house loan has to be closed first.
Mark a deal sold, and unwind itWhat is a deal jacket, and what goes in it here?
A deal jacket is the folder of everything behind one sale. Here it is the deal itself: the figures, the OFAC and Red Flags results, the forms it produced, the e-signed PDF and its certificate, and the scans you upload, such as the license, the insurance card and wet-signed paperwork. Each step is in the audit log with who did it and when, for owners and admin managers to read. When someone downloads an official state PDF or one of your own PDF forms, an exact copy is saved on the deal, marked Generated copy, and downloading it again unchanged reuses that copy.
Works with
All 16 features
- Buyer’s guideBest F&I and desking software for dealersWhich desking tools actually submit deals to lenders and e-contract, and which only quote and print.
Free tools
- Free toolOut-the-door price calculator
- Free toolAuto loan payment calculator
- Free toolDesking worksheet
- Free toolCar dealer fees by state
Move your dealership forward.
A connected system for the work that matters every day.
14-day free trial. Nothing is charged until it ends.