Car Dealership Inventory
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.
