Everyone in automotive retail talks about speed to market, but few talk about what happens before the car even makes it online.
We have been quietly testing a new system that reimagines how vehicles enter dealership inventory from the moment they arrive, whether off a transport truck, through a trade-in, or from wholesale. The goal is to turn the first 30 minutes after arrival into a structured, trackable workflow.
The Problem We See
Most dealership intake processes still rely on manual steps and disconnected systems:
- Stock numbers are created by hand, often inconsistently across stores.
- Vehicle location is tracked in spreadsheets or post-it notes.
- Photo capture is delayed because the unit is not yet logged or tagged.
- Departments such as sales, service, and recon work independently.
The result is slower speed to market, lost visibility, and missed opportunities.
What We're Testing
Our experimental beta system, currently being field-tested at active dealerships, includes both an iPhone app and a web interface. It is designed to:
- Automatically generate a stock number the moment a vehicle arrives.
- Print or digitally assign a stock sticker with location metadata.
- Decode VINs instantly using the iPhone camera.
- Capture photos and sync them directly to the vehicle record.
- Log the vehicle's position through facility-based GPS mapping.
AI as the Next Layer of Automation
We are also exploring how artificial intelligence can be applied during this process to add another layer of precision and protection.
For example, the system could analyze photos taken during intake to automatically detect:
- Exterior or interior defects such as dents, scratches, or missing parts.
- Discrepancies between VIN specifications and actual equipment.
- Signs of transport or auction damage before the vehicle is accepted.
This capability could transform how dealerships handle vehicle delivery. In many cases, transport drivers simply want to unload and leave, leaving the dealership responsible for damages discovered later. With AI-powered image inspection, damage could be flagged within seconds of photo capture, providing verifiable documentation before acceptance.
The same process could also streamline trade-in evaluations. Instead of a manager walking around each car, the system could guide a quick AI-assisted scan that highlights visible wear, potential frame issues, or mismatched panels, helping the appraiser make faster and more consistent decisions.
Beyond Dealership Walls
The implications extend beyond dealership operations. Using facility-based GPS verification and VIN recognition, the same technology could support floor plan lenders-the banks that finance dealership inventory. With verified photos, location data, and AI-assisted inspection records, lenders could confirm that financed vehicles are physically present and accounted for, reducing the need for in-person audits.
This could save both time and money while increasing transparency between lenders and dealership groups.
Why It Matters
When intake is automated and enhanced with AI, every department benefits:
- Recon knows which units need attention immediately.
- Marketing receives alerts when a vehicle is cleared for photos.
- Managers gain visibility into incoming condition and status across rooftops.>
- Lenders and auditors gain real-time confidence in vehicle existence and condition.
We are not announcing the product name yet, but after a year of field testing, the system is showing real promise. It is more than an app; it represents a shift toward intelligent, transparent operations that start the moment the vehicle reaches your lot.
Follow our journey as we continue to build the next evolution of dealership inventory management, where automation and AI create structure out of chaos.
