Industries · Automotive dealerships
From first enquiryto keys handed over.
We build dealership systems that connect leads, test drives, stock, trade-in appraisals, quotations, finance applications, deliveries and after-sales — so sales, used-car, finance and service teams work from one customer and one vehicle record.
- Lead management
- Test drives
- New & used stock
- Trade-in appraisals
- Quotations
- Finance tracking
- Delivery handover
- Service reminders
01Where dealerships lose deals
The buyer was ready. The follow-up wasn't.
Showrooms rarely lose a sale on the forecourt. They lose it in the hours after the enquiry, in a trade-in valued on instinct, or in a finance file nobody chased.
01Leads arrive from six places and some are never called back
What happens
Website forms, classified listings, WhatsApp, Instagram, the call centre and walk-ins each land with a different person. Some are logged in a CRM, many in a salesperson's phone.
What it costs
Buyers who enquired about a specific car end up at another showroom, and management can't tell which channel or salesperson converts.
With one system
Every lead lands in one pipeline with its source, the vehicle of interest, an owner and a response timer — and walk-ins are logged at the front desk in seconds.
02Test drives are booked on a paper sheet at the front desk
What happens
Demo cars are shared between salespeople by asking around. Test drives are written down, sometimes twice, and the licence copy goes into a drawer.
What it costs
Customers kept waiting for a demo car that's already out, test drives that never turn into a follow-up, and no record of who drove what.
With one system
A demo-car schedule by model and salesperson, with licence capture, a short digital agreement and an automatic follow-up task after every drive.
03Used stock ages quietly in the yard
What happens
Used cars are tracked in a spreadsheet. Reconditioning, photos and listing happen when someone finds time, and nobody watches how long each car has been in stock.
What it costs
Cars that sit for months losing value, listings that go live late, and holding costs nobody totals up.
With one system
Each used car has a stock clock from purchase — appraisal, reconditioning, photos, listing and price changes — with alerts when it crosses your ageing thresholds.
04Trade-ins are valued on instinct
What happens
A used-car manager looks at the trade-in, makes a call or two and gives a figure. The inspection notes stay on paper.
What it costs
Over-allowances that wipe out the margin on the new car, and under-offers that lose the deal altogether.
With one system
Structured appraisals with photos, inspection checklist, reconditioning estimate and your own sales history for similar cars — approved by the used-car manager before the offer goes out.
05Finance and registration are chased by phone
What happens
Bank applications, insurance quotes, registration and number-plate steps are tracked by the sales admin in a notebook and WhatsApp threads with the bank.
What it costs
Deliveries that slip because a document was missing, customers who don't know what's happening, and deals that cool off while waiting.
With one system
Every deal has a tracked file — quotation, deposit, finance application, insurance, registration steps and delivery date — with owners and documents in one place.
06Customers disappear after delivery
What happens
Once the car is delivered, service reminders, warranty dates and the next upgrade conversation depend on a separate workshop system, if anyone looks.
What it costs
Service revenue lost to independent garages and loyal customers who buy their next car elsewhere.
With one system
The customer and vehicle stay on one record after delivery, with service reminders, warranty and contract expiries and upgrade prompts timed from the purchase.
02Dealership platform preview
What your dealership system could look like.
From the front desk's lead board to the general manager's stock and gross profit view — switch between the screens your team would use. Every screen is designed per dealership in discovery.
Illustrative interface with sample data — your system is designed around your brands, branches and sales process.
Illustrative demo · sample dataPicture every lead and every car on one screen?
Build your dealership system03Solutions
Dealership modules — chosen for your showrooms.
Every enquiry owned and followed up
Lead management
Website, listing sites, WhatsApp, social, call centre and walk-in leads in one pipeline, each with the vehicle of interest, an owner, a response timer and a full history.
- Multi-channel lead capture
- Round-robin or rule-based assignment
- Response timers and escalation
- Lost-reason tracking
Every enquiry owned and followed up
Lead management
Website, listing sites, WhatsApp, social, call centre and walk-in leads in one pipeline, each with the vehicle of interest, an owner, a response timer and a full history.
- Multi-channel lead capture
- Round-robin or rule-based assignment
- Response timers and escalation
- Lost-reason tracking
Not every dealership needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that keeps every buyer warm.
A dealership produces leads, conversations, appraisals and deal files all day. AI in your dealership system works through them — ranking, drafting and flagging — while salespeople and managers stay in charge of every price and promise.
AI suggests and drafts; your team decides. Prices, trade-in offers, discounts and customer messages are approved by staff. AI doesn't make credit, finance or insurance decisions — banks and insurers do — and it only sees the leads, deals and customers each user is permitted to see.
- 01
Lead triage
Which new leads are most likely to buy this week?Ranks leads by vehicle availability, stated budget, finance readiness and engagement with listings, so salespeople call the most promising ones first.
- 02
WhatsApp replies
Approved price list onlyA customer asks the price and availability of the white mid-size SUV.Answers from your current stock and approved price list, offers test-drive slots from the demo schedule and hands the conversation to the assigned salesperson.
- 03
Appraisal support
Manager sets the offerWhat should we offer for this 2020 luxury SUV trade-in?Summarises the inspection, reconditioning estimate and your sales of similar cars, and suggests a range — the used-car manager decides the offer.
- 04
Deal file checks
What's missing before DL-8816 can be delivered?Reads the deal's checklist and uploaded documents and lists what's missing for finance, insurance and registration, with a draft message to the customer.
- 05
Follow-up drafting
Salesperson sendsDraft follow-ups for yesterday's test drives.Writes a personal follow-up for each customer based on the car they drove and notes from the salesperson, ready to review and send.
- 06
Management insight
Where are we losing deals this month?Compares lost reasons, response times and stock ageing by source and salesperson, and explains the biggest gaps in plain language for the GM.
05A day with ORCHESTR
A showroom's Saturday, two ways.
- 09:30Overnight leads assignedOvernight leads are already assigned by brand and availability, with draft replies waiting for approval.
- 10:15Demo schedule on the tabletThe front desk sees the demo car is back at 10:20 and books the drive with the licence captured.
- 12:00Appraisal with evidenceThe inspection is completed with photos, compared with recent sales and approved before the offer is shown.
- 14:30Deal file shows statusEach deal shows its finance status and the one missing document, with a message ready for the customer.
- 17:00Delivery prep on schedulePrep tasks were scheduled from the delivery date; the car is ready and the customer gets a photo at handover.
- 20:00GM reviews the dayLeads, test drives, deals and stock ageing for the weekend are on the dashboard tonight.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Connects to your listings, lenders and workshop.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Listings & leads
- Your websiteCar listing sites (via lead emails or API where available)Meta lead forms
- Messaging
- WhatsApp Business APIEmailSMS gatewaysCall centre logs
- Existing dealer systems
- Current DMS or manufacturer systems (via API or export, where permitted)Workshop / service software (via API or export)
- Finance & insurance
- Bank and insurer application documents (prepared and tracked)Status updates by your team or partner email
- Payments & accounting
- Card payment gatewaysPayment linksZoho BooksQuickBooksERP exports
- Data
- Spreadsheets & exportsExisting databasesBI tools
07How we build your system
Built around your dealership — not a template.
- 01
Understand your business
We spend time on the showroom floor, in the used-car yard and with sales admin: how leads arrive, how cars are shown, valued, sold and delivered. - 02
Map your workflows
We map each journey — lead to test drive, appraisal to offer, quote to delivery, delivery to first service — including finance, trade-ins and corporate buyers. - 03
Design your system
We design the lead board, stock views, appraisal app, deal file and management dashboard around those flows, with permissions per showroom and role. - 04
Build and integrate
Built in stages — usually leads, test drives and stock first — then appraisals, deals, delivery and after-sales. - 05
Test and launch
We migrate customers, leads, stock and open deals, pilot with one showroom, then roll out across brands and branches. - 06
Support and improve
We support the system after launch and add brands, showrooms, channels and integrations as the dealership grows.
08Why it matters
What changes for the dealership.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Fewer leads lost to slow replies
Every enquiry has an owner and a timer, and management sees which ones were missed.Test drives that lead somewhere
Every drive is booked, recorded and followed up.Used stock that keeps moving
Ageing is visible car by car, so price and listing decisions happen on time.Trade-ins valued consistently
Appraisals follow the same checklist and evidence, with manager approval.Deliveries that happen on the promised day
Finance, insurance, registration and prep are tracked on one deal file.Customers who stay with you
After-sales reminders and upgrade prompts come from the same customer record.
09Possible use cases
How different dealerships could use it.
Examples of what we could build — not completed client projects.
Stock that sells within its window
Used-car stock with ageing alerts, structured appraisals, listing status and WhatsApp lead handling for a busy pre-owned showroom.
A layer around the manufacturer's systems
Lead management, test drives, deal files and delivery prep built around existing manufacturer or DMS tools through their exports or APIs, where permitted.
Several showrooms, one customer view
Showrooms per brand with shared customer records, a group view of stock and gross profit, and leads routed by brand and location.
Fewer cars, more care
High-touch lead handling, home test drives, detailed appraisals, bespoke delivery experiences and long-term relationship tracking.
FAQs
Dealership questions, answered.
Logistics & automotive
01We use a manufacturer DMS. Can this work alongside it?
Often, yes. Many franchised dealers keep the manufacturer's DMS for orders, parts and warranty, and add lead management, test drives, appraisals or management reporting around it. We connect through the exports or APIs the DMS permits and confirm what's possible during scoping.
02Can leads from car listing sites come in automatically?
Usually. Listing sites send leads by email or, where they offer one, by API. We parse those into the pipeline with the vehicle of interest and source, so nothing has to be retyped.
03Does the system handle car finance approvals?
No — approvals belong to the bank. The system prepares and tracks the application file, records status updates and flags missing documents, so sales admin always knows where each deal stands.
04Can it track registration and ownership transfer?
It tracks each registration and transfer step on the deal with owners, dates and documents. Submissions are made by your team through the official channels; we don't claim a direct connection to any authority.
05How are trade-in values worked out?
Your used-car manager decides. The system gives them a structured inspection with photos, a reconditioning estimate and your own sales history for comparable cars, then records the approved offer and the customer's response.
06Will AI quote prices to customers?
Only from the price list and offers you approve, and only for routine questions like price and availability. Discounts, trade-in offers and anything off-list go to a salesperson or manager.
07Can we bring across our customers and stock?
Yes. We import customers, leads, stock and open deals from your current system or spreadsheets, clean duplicates, and switch over showroom by showroom.
08Does it link to our service workshop?
Where your workshop software allows API or export access, service history and bookings can appear on the customer record and drive reminders. If you need a workshop system too, that can be scoped as part of the same platform.
09How is a dealership system priced?
It's quoted after a discovery call, based on modules, showrooms, brands, integrations and users. Support and hosting are agreed separately, in writing.
Start here
Let's mapyour dealership.
Tell us how a buyer moves from first enquiry to delivered car in your showroom today. We'll show you how one system could connect sales, used cars, finance and after-sales.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your dealership runs today.
- 03If there's a fit, a written scope and quote — no obligation.