Same deal, typed three times
A customer orders a new car. The sales administrator enters the order on the manufacturer's ordering system. The deal goes into the DMS for invoicing and accounting. When the car arrives, it is registered and the sale is reported to the manufacturer for their records and any programmes it counts towards. The customer's details are typed each time.
Somewhere along the way, a surname is misspelt on one system, a postcode is wrong on another, and a delivery date differs. The mismatch is found weeks later when a report does not reconcile or a customer's survey goes to the wrong address.
Two systems that do not share a language
Manufacturer systems are built for the manufacturer's network, and DMS products for dealers. Some DMS vendors have integrations with some manufacturers; many gaps remain.
- Manufacturer portals often have no import route for dealers.
- DMS integrations cover some processes, not all.
- Administrators become the bridge, copying between screens.
- Nobody checks that the two records match until something breaks.
What rekeying costs
Administrator time, first, and the pressure at month end when everything must be reported. Then errors, which cause reporting disputes with the manufacturer, surveys to the wrong customer, and registration problems.
Where manufacturer support depends on correct and timely reporting, mistakes and delays can cost more than the time.
The work is also concentrated in a few people. Sales administrators who know every quirk of both systems are valuable, and hard to replace. When one leaves, the new starter spends months learning which screen to use for which step, and the errors rise while they do.
Customers feel it indirectly. A misspelt name on the registration, a survey sent to an old address, or a handover delayed because a record did not match are small things that make a large purchase feel careless.
How we reduce the rekeying
- We map each process where data is keyed twice: order, stock, registration, sale reporting, customer records.
- For each, we check what routes exist: DMS integrations already offered by your vendor, manufacturer imports or exports, and APIs where available.
- Where a route exists, we set it up so data flows once.
- Where no route exists, we provide a single entry screen that produces formatted data for the administrator to paste or upload, reducing retyping.
- A daily comparison reads both sides where possible and lists deals where customer, vehicle or dates disagree.
- The administrator gets one task list: what still needs entering where, and what disagrees.
| Process | Common route | Fallback |
|---|---|---|
| Order | Manufacturer system | Formatted data from one entry |
| Sale in DMS | DMS | Created from the order |
| Sale reporting | Manufacturer portal | Task list and check |
| Customer details | Both | Comparison flags differences |
We only use routes that your manufacturer and DMS vendor allow. We do not automate screens in ways their terms forbid.
An administrator who checks rather than types
Less typing, fewer mistakes and a daily list of what disagrees. Month-end reporting becomes a check of a short list. When the manufacturer queries a sale, the matching DMS record is one click away.
Recognise your sales admin office?
- Deals are typed into the DMS and manufacturer systems.
- Customer details differ between the two.
- Month-end reporting to the manufacturer is a scramble.
- Only one administrator knows how all the systems fit.