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Why so much paper: Running the paperless dealership

Eliminating the need to produce, scan, destroy, archive and recover hundreds of documents every day, is a huge opportunity to streamline processes and boost the availability, accuracy and security of information.

So why are dealerships still filled with the sound of rustling paper?

Let’s look at the scale of the issue and the reasons why a dealership should address it. Firstly, by vastly eliminating paper in just one dealership – through digitising processes such as invoicing, test drive documentation, deal files and job cards – a dealer can expect to save a considerable amount of money over five or six years. That’s money saved on toner, paper, on and off-site storage, shredding and secure disposal.

This first requires a workflow of paperless processes to be embedded throughout the business. Pinewood DMS offers a solution for this.

Pinewood SA moves training fully online with launch of e-learning

Pinewood Technologies has launched an online training platform, allowing users to learn at their own convenience - wherever they want, whenever they want...

Issued by Pinewood SA 29 Sep 2020


Accounts department

For example, in the Purchase Ledger, dealers can scan, authorise, code, match and attach supplier invoices to postings in Pinewood DMS, flagging them for electronic authorisation. This eliminates relying on printed documentation reaching the correct person for authorisation, to be filed or scanned into the DMS, reducing paper consumption and administration.

Workshop Department

In the workshop, technicians can use the Tech+ app to conduct a VHC entirely on their mobile device, use digital job cards, and capture a picture of any paper documents, which they can upload straight to the DMS.

Similarly, aftersales staff can benefit from Pinewood’s Host+ app, which is closely aligned with Tech+, to facilitate communication between service advisors and technicians. When the customer arrives at the dealership, a service advisor can approve the job, confirm the vehicle mileage, check the work requirements and amend the pickup time from their handheld device. Following this, they can record an arrival video with the customer, highlighting damage or areas requiring attention – along with capturing an e-signature for the work, which syncs to the customer record. Technicians can view these details in Tech+ as they complete the full VHC.

Sales department

Outside of the workshop, Host+ also supports sales staff to provide a seamless experience from the first moment of interaction, through to the completion of a sale. Capturing an e-signature for test drive declarations is fast and easy, customers can sign on a tablet device, again saving it to the CRM record.

This allows dealers to fully focus on their customers. Gone is the impracticality and hassle of dealing with a mountain of paperwork.

Vehicle stock

Stocktakes are also simplified and paperless. Dealers can use the Stock+ app to scan VINs using the camera on their mobile device, to log vehicle locations instead of using a tick sheet. They can also capture a picture of any paper documents, saving them directly to the stock card or CRM record, to remove the need for manual filing.

Pinewood will continue to focus on eliminating paper for their tens of thousands of users, enhancing their digital processes, and increasing dealer profitability.

Pinewood SA
We implement, train and support Pinewood DMS, an innovative dealer management system that leads the market in next-generation technology.
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