01Procurement lead
Every purchase starts as a lead — a phone call, a reference, a seller who walks in with a car to sell. In most pre-owned operations that lead lives in someone's head or a notebook until somebody gets around to it, which is exactly how a good car gets missed and a bad one gets chased twice. The lead gets logged against the car and the person who found it the moment it comes in, so procurement stops depending on memory.
02Owner approves the buy
No car gets bought on a procurement executive's word alone. The lead goes to the owner for approval before any money moves — a gate that exists because buying the wrong car at the wrong price is the single most expensive mistake a pre-owned showroom can make. Approval and purchase stay two separate, recorded steps, not one person's judgement call in the moment.
03Purchase paperwork
Once the buy is approved, the paperwork that comes with the car — its RC, existing insurance, transfer forms — is captured against that specific vehicle's record, not filed loose in a drawer where it's one misplaced folder away from stalling an RTO transfer months later. Every document a car arrives with is attached to the car from day one, not reconstructed when it's needed. Purchase paperwork is generated with the showroom's purchasing company and the right signatories.
04Pickup
A driver is tasked to physically bring the car in, and that handoff isn't informal — there's proof of collection on record, so a car's arrival on the lot isn't just a driver's word for how it got there. The car enters the system the moment it's picked up, not whenever someone gets around to typing it in later that day.
05Inspection
Before anything else happens to the car, it gets a physical inspection — condition rated part by part, every damage marked against the vehicle. This is the record everything downstream depends on: what refurbishment actually needs to fix, what the eventual listing can honestly claim, and what the buyer is told about the specific car they're looking at.
06Refurbishment
Refurbishment work goes out to vendors as individual jobs, each one signed off with a recorded quality check rather than taken on trust. Proof photos are attached to the job, and the vendor's invoice is tracked against that specific job — so refurb spend on each job is a number you can point to, not an estimate someone remembers roughly.
07Ready for sale
The car moves through defined stages — procured, in refurb, ready, booked, delivered — and "ready for sale" is the point where it flips from being worked on to being sellable. That flip is visible to the whole floor the moment it happens, so sales isn't finding out a car is ready secondhand, days after refurb already knew.
08Photos & listing
A media queue shows which cars still need a proper shoot before they go live — a media pass, not a phone photo taken in the yard — and the listing is synced out to your website, with showcase stories in the app. What a buyer sees online is the same car the inspection recorded, not a stock photo standing in for it.
09Enquiry
Enquiries are logged with where they came from — Instagram, Facebook, WhatsApp, the website, or someone walking onto the floor — and each one is assigned to the executive working it, with a duplicate check, so two salespeople do not chase the same buyer without knowing it. Test drives and follow-ups are tracked from there, with a compliance view of who's behind on a lead and by how long.
10Booking
When a buyer commits, sales raises a booking — but like the purchase side, it isn't final until the owner approves it. If a detail on that booking needs to change afterward, sales submits an edit request rather than quietly overwriting the record; the owner approves the change, so the booking a buyer agreed to and the one on file never drift apart.
11Loan
If the buyer is financing the purchase, the loan moves through a bank pipeline tracked stage by stage, subvention arrangements included, all the way to disbursal. The loan is tracked until the bank has actually paid out, and that pipeline stays visible rather than a case sitting somewhere between phone calls.
12Insurance
Insurance for the car gets arranged as part of the deal, and — because a policy that lapses a year later becomes the buyer's problem and the showroom's reputation — the renewal date is tracked rather than left to the new owner's memory alone.
13RTO
Registration transfer is its own case: HPA (hypothecation) release where a loan was involved, an agent handoff for the physical RTO legwork, and the state the car is registered in, which decides which agent gets the case. A fancy or reserved number plate, if the car carries one, is tracked through its own release process rather than becoming a loose end nobody owns.
14Delivery
Delivery is scheduled with a named handler and run against a checklist, not handed over on a busy Saturday to whoever's free. The driver tasks that got the car in — pickup, RTO runs — mirror on the way out, and each driver run logs its opening and closing odometer and the fuel filled.
15RC in hand
The sale itself isn't the last step. The case only actually closes when the transferred RC is on file in the buyer's name, not just handed over and assumed to arrive — what follows after is post-sale: follow-ups, referrals, a buy-back radar, the start of the next lead this whole process began with.