Create and close a deal
Walk a sale through the 5-step closing wizard, covering deal type, buyer details, OFAC compliance, e-signed paperwork, payments, and mark sold.
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A deal moves through a guided 5-step wizard. You can jump between steps, but the order below is the natural flow.
Start the deal
- Go to Deals and click New deal, or start one from a converted lead's page.
- Pick the deal type: Cash, Finance, Wholesale, or In-house (BHPH).
- Attach the vehicle and the customer. Moving the deal to pending reserves the car so it can't be double-sold.
The 5 steps
- Deal info: selling price, fees, taxes, and any trade-in.
- Buyer: buyer (and co-buyer) details; trade-in specifics.
- Compliance: run the OFAC sanctions check and review Red Flags. Mark sold is refused until the OFAC check has been run, and a match blocks it until it's cleared.
- Paperwork: choose the forms this deal needs, add the details those forms ask for, and upload supporting scans. The forms are produced when the deal is marked sold.
- Review & print: check the recap of every step, then use the button at the bottom of the page: Submit (Pending) on a draft, Mark sold on a pending deal. Print or download the full package for the customer from Documents to print & download. There is no separate finalize step: Mark sold is what closes the deal.
Mark sold always acts on a deal. It flips the vehicle to sold in the same step and creates the title work. It does not set up a loan: on a finance deal the lender is the lienholder you chose when you created the deal, and on an in-house (BHPH) deal you originate the loan as a separate step after the sale. The inventory list has no "sell" action by design. The car's own page can mark one of its pending deals sold, from the Retail sale (deal) choice in its Mark as sold / removed panel. See Mark a deal sold (and unwind it).
Details your forms ask for
Some forms have boxes for things a deal does not otherwise hold. The Details your forms ask for card at the top of the Paperwork step is where they go. Everything on it is optional: a deal closes without any of it.
Click Edit to add:
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Plate on this vehicle and Plate state: the plate the car has now, and the state that issued it.
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Plate being transferred: the buyer's current plate, when they are moving it onto this car. This is a different plate from the one above.
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Buyer's county: the app works this out from the buyer's ZIP code when the ZIP sits in a single county, and shows it as "from the ZIP code". Type a county only if that one is wrong, or when none is shown (the ZIP is missing or covers more than one county). What you type is saved on the customer, so their next deal already has it.
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Salesperson (owners and managers only): who sold the car. Leave it on No one picked and it is whoever marks the deal sold. Pick someone else when the person who closes the paperwork is not the person who made the sale. The forms print this person, and the Salesperson leaderboard and Gross by salesperson reports credit the sale to them. A salesperson sees the name here and cannot change it.
The card also shows, without letting you change them here:
- Dealer license number, Seller's permit number and whether an EIN is on file. These come from Settings → Dealer info; an owner or manager changes them there. A salesperson's license number is added under Settings → Team. See Edit your dealership info.
Under each detail the card names the forms for this deal that print it, for example "Printed on REG 343". When none of this deal's forms has a box for any of them, the card says so once. The official state forms are being updated state by state to print these details; your own uploaded PDFs print them as soon as you map a box to them.
Once a deal is sold, cancelled or unwound, the card can no longer be edited: the deal keeps the details its paperwork was printed with.
Record payments
On the deal's Payments card (on the Deal info step), record deposits and payments against the sale price. Payments are idempotent, so a double-click or retry won't post twice. On the Max plan, with your own Stripe account connected, Take a payment with Stripe takes a card or bank payment that records itself on the deal. See Record deal payments and Take payments with Stripe.
If something goes wrong
- Cancel a deal that's still pending to free the vehicle.
- Unwind a sold deal to reverse it (blocked while an open BHPH loan exists on it).
FAQ
Why can't I mark the deal sold?
The most common reason is the OFAC screening in the Compliance step: it was never run, a co-buyer was added or a name changed after it ran, or a match is unresolved. Run the screening (or resolve the match) and try again. A finance deal also needs a lienholder. Red Flags do not block the sale. See Mark a deal sold (and unwind it).
Can I edit the price after creating the deal?
Yes, while the deal is still draft or pending. Open the deal's first step, Deal info. The Deal details card holds the Selling price, Tax, Doc fee, Other dealer fees, Tag & title fees and Notes. Change what you need and click Save details. An owner, admin manager or salesperson can edit them; an accounting user sees the numbers but cannot change them.
Once a deal is sold, cancelled or unwound, the card is locked: those numbers backed the signed paperwork. To correct a sold deal, unwind it and start a new one.
Does the tax change when I change the price?
It depends on how the deal's tax is set. The hint under Tax on the Deal details card tells you which.
- Automatic tax. The tax follows your schedule. Save a new price or doc fee on the Deal details card, or change the trade-in allowance, and the tax is worked out again from the new figures. The hint says Automatic tax follows the price, doc fee and trade allowance when saved.
- Recorded tax. The tax stays exactly as entered until someone changes it, and the hint starts Recorded tax is kept as entered. Typing in the Tax box and clicking Save details switches a deal to a recorded tax. So does saving it as a Tax-exempt sale.
A deal starts on automatic tax only when all of this was true at Create deal on the New deal form: your schedule worked out the tax (the hint under the Tax box started Auto:), nobody typed over it, and the sale was not tax-exempt. Every other deal starts with a recorded tax, even when the amount came from your schedule. That includes a deal the assistant created and every deal created before automatic tax arrived in late October 2026.
To switch an open deal to automatic tax, click Use automatic tax under the Tax box. The box shows the calculated tax, but nothing changes on the deal until you click Save details. The button shows when you have a tax schedule and the sale is not tax-exempt.
If your dealership has no tax schedule under Settings → Deal defaults, there is nothing to calculate from, so a new deal keeps the tax you type. If you clear your schedule later, a deal on automatic tax keeps the tax it has: the next save of the deal details or the trade allowance keeps that amount and switches the deal to a recorded tax.
When the assistant prepares a new price, doc fee or trade-in for a deal on automatic tax, its approval card shows the new tax before you approve. The price, doc fee and trade allowance can't be edited on that card, because the tax shown follows them: ask the assistant for a new card instead. If you give the assistant a tax that is not the one your schedule works out, the card shows your amount, and approving it switches the deal to a recorded tax. To keep the tax the deal has now, type that amount over the tax on the card; approving saves exactly that amount as a recorded tax. On a deal with a recorded tax, the assistant's card changes the tax only when you give it a new amount.