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Car Dealership Inventory Template

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Car Dealership Inventory Template
Use Template

Managing a car dealership goes far beyond selling vehicles. From tracking inventory and managing leads to scheduling test drives and logging service records, dealership operations demand a well-organized and efficient system. That’s why we’ve built the Car Dealership Inventory Management Template in Stackby — a dynamic, no-code platform to simplify, centralize, and streamline every aspect of your dealership workflow.

Whether you're running a single showroom or overseeing multiple branches, this template empowers you to monitor your vehicle stock, sales pipeline, test drives, service history, and customer information—all in one place.

What’s Inside the Template?

The template includes multiple interconnected tables, each serving a specific function within dealership operations:

1. Vehicle Inventory

Track every vehicle in your dealership—new, used, leased, or reserved. Key fields include:

  • VIN (Vehicle Identification Number)
  • Make, Model, Year, Color
  • Body Type and Transmission
  • Price, Cost, and Profit Margin
  • Vehicle Condition (New, Used, Certified Pre-Owned)
  • Current Status (Available, Sold, In Service, Reserved)

You can easily sort by availability or filter by make/model. Calculate profits with automated formulas like:
Profit = Selling Price - Purchase Cost

2. Customer & Lead Management

Maintain a detailed log of all customer interactions, whether it's a walk-in inquiry or an online lead:

  • Customer Name and Contact Info
  • Vehicle of Interest
  • Lead Source (Website, Referral, Walk-in)
  • Assigned Salesperson
  • Lead Status (New, Contacted, In Negotiation, Closed)

Use this to monitor lead progress and follow-ups with calendar and Kanban views for pipeline visualization.

3. Sales Records

Track closed deals, pending offers, and payment details. Each sale record includes:

  • Vehicle Sold (linked to Vehicle Inventory)
  • Buyer Information (linked to Customers)
  • Salesperson
  • Selling Price, Down Payment, Finance Option
  • Sale Date and Status (Completed, Pending Payment)

This ensures transparency across all financial transactions and helps calculate commission payouts or profits.

4. Test Drive Schedule

Streamline how you manage test drive bookings:

  • Customer Name
  • Vehicle Requested
  • Date & Time
  • Assigned Representative
  • Status (Scheduled, Completed, Cancelled)

Visualize upcoming test drives using a Calendar View and track conversions post-drive.

5. Service & Maintenance Logs

Track after-sales services or repairs for both sold and unsold vehicles:

  • Vehicle Details (linked)
  • Service Type (Oil Change, Brake Inspection, Detailing)
  • Service Date and Cost
  • Technician Assigned
  • Notes & Warranty Coverage

Filter service logs by vehicle or technician and monitor recurring service patterns.

6. Vendor Directory

Manage relationships with OEMs, parts suppliers, finance partners, and more:

  • Vendor Name
  • Service/Products Offered
  • Contact Person and Info
  • Contract Period and Payment Terms

This helps centralize supplier data for smooth procurement and communication.

Template Features and Views

  • Pre-built Relationships: All tables are linked—vehicles to customers, sales to test drives, services to inventory—offering an integrated view of dealership operations.
  • Custom Views: Use Gallery View to showcase vehicles, Calendar View to manage test drive schedules or filter by "Available Cars" and "Cars Sold This Month."
  • Automated Formulas: Calculate gross profit, total service costs, or lead-to-sale conversion rates directly within the table.
  • Attachments & Notes: Upload vehicle images, contracts, registration documents, and add comments or updates as needed.
  • Dropdowns, Checkboxes, and Filters: Use pre-defined field types for efficient data entry and analysis.

 Who Is This Template For?

  • Independent Car Dealerships: Manage a complete operation without switching between tools.
  • Multi-location Dealership Groups: Standardize vehicle inventory and lead tracking across branches.
  • Sales Teams: Keep tabs on customer communication, follow-ups, and performance.
  • Service Managers: Track maintenance, warranty claims, and service history.

With Stackby’s Car Dealership Inventory Management Template, you get a centralized dashboard to run your dealership efficiently. This no-code solution allows you to adapt it to your business’s unique needs, helping your team close deals faster, improve customer service, and maximize vehicle turnover—all from a single platform.

Start organizing your dealership data today with a system that works as hard as your sales team. 

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