Auto/Mate DMS Product Overview

Why Auto/Mate – The vendor’s top arguments to select them

Desking is included in the core system.
No need to incorporate and pay for an additional tool for desking.

Service system, Auto-Dispatch, is best in class.
ERO system is designed for departmental efficiency. Manual or fully automated dispatch systems are available with a tailored alert system.

Customer-focus begins with employee focus.
Recruiting people that have worked in dealerships helps foster empathy through transitions.

• Albany Business Review “Best Places to Work” – 6 years running
• Times Union Top Workplaces – 4 years running

Value.

• Organization is built upon support driven by human interactions
• Open/Mate provides low integration costs
• Add-ons are truly add-ons. Everything you need is included: software upgrades, training.

Customer Satisfaction & Retention.
Auto/Mate maintains a 99% retention rate with no contracts.

Product Highlights

Key Features of the Auto/Mate DMS

• Integrated Sales/F&I desking component included in the core DMS package.
• Graphical service appointment calendar that updates vehicle status by color as the job progresses.
• Basic service estimating, including OEM labor time guide integration, is part of the core DMS.
• Comprehensive data conversion process that includes retrieval of all closed transactions from service, parts and sales.

Overview

Auto/Mate differentiates itself on the belief that technology is just a piece of the aggregate value of a DMS. With this philosophy, Auto/Mate positions itself as the “by car people, for car people” brand.  A team with first-hand automotive retail experience drives development, integration and support for the product.   The system integrates with most OEMs and their typical dealership customer falls between one to 14 rooftops.

Auto/Mate offers one version of DMS to all customers with functionality delivered in a modular format, allowing dealerships the ability to tailor the product to their needs.  

Core DMS Functionality

Dashboard (DOC)

The dealership management team begins each day on Auto/Mate’s graphical dashboard interface of the DOC (Daily Operating Control); data refreshes every five minutes to provide a real-time understanding of dealership performance.  Customizable widgets on the dashboard give a high-level view of operations with the ability to drill down from any category into department specifics within the DMS.  The graphical display provides users with a snapshot of the month-to-date transactions across departments as well as comparisons to previous years.

Examples of common data sets available for display on the dashboard (DOC) include (The dashboard data sets are not limited to the example bellow, additional DMS values are available):

Desking 

On the system’s main landing page, the desk log features a customizable, user-specific default view of basic deal information for all open deals.  Desk log data is filterable by day/week/month and includes items such as: stock number, deal date, buyer, deal number, vehicle, status, department, finance type, sales person, manager, sales dollar amount, and gross profit.  Icon identifiers indicate vehicles with open repair orders (with ability to access service repair detail), trade information, and vehicle age (if in stock over one year).   This data ensures that the manager has a complete understanding of cost/status when working a deal.

Desk Log

The permission-based desking application has all deal functionality built into one screen: lender data, rebates, roll payment, roll drive off, accessory information, and service contract information.   Show/hide functionality allows a user to manipulate the system to show gross profit on front and back end as well as total gross, but hide sensitive information during the customer presentation. 

The desking application integrates with Route One, Dealertrack and 700 Credit allowing for integration of most external processes.

Auto/Mate desking allows for customized PDF proposals.  Proposals can be formatted as a side-by-side comparison incorporating different vehicles, payment options, and financing terms.  If a customer leaves without making a purchase, all proposals are archived within the system for future retrieval.

F&I Suite

The standard F&I module is a forms and billing focused feature utilized for customer forms creation, closing deals, and updating system information across departments.  Once the numbers are determined in desking, the user can switch to the F&I suite to select forms from a menu.  Form “groups” can be created for banks, credit unions, and state regulations to simplify paperwork processing. The suite also includes e-contract capabilities for states and OEMS that allow for its utilization.

Service & Parts

Appointments

Service personnel have the choice between a standard route sheet or graphical color-coded calendar view as their default appointment log within Auto/Mate. The calendar view provides real-time updates and automatically changes the customer record’s color based on status. Calendar statuses include:

• Blue – Drop off
• Red – Waiter
• Yellow – Comeback
• Dashed lines – Appointment converts to RO
• Purple – Invoiced
• Dark Grey – Cashier/Picked-up

Right click from an appointment and the user can convert the record to an RO, edit/cancel the appointment, view history, view stored multi-point inspection information (standard DMS package includes MPI historical data, damage history/notes), and OEM data including recalls and warranty history.

Appointment Screen

Customer Lookup/RO Creation

The RO creation process allows search by customer name, phone number, plate, VIN, etc. with a smart filter that eliminates choices as the user types.  The service writer can add and edit customer records as well as merge records with a security-based merge tool.  Once a vehicle is selected, pop-up notifications prompt the user with appointments; open ROs, open parts orders/status, notes, applicable service contracts purchased on vehicle, and open recall information.  Pop-up notifications can be disabled and the information can be accessed through icons on the main screen.   All RO information is archived by update instance capturing the progression of the repair and recording an audit trail.

Estimating

The Auto/Mate system includes service estimating (including OEM labor time guide integration) within the core offering. Advanced SPG integration is offered as an available option and utilizes the Motors Book to provide year, make and model information back to 1985. Time and date stamped estimates and declined services are attached to customer records for future service recommendations.  Throughout the service application op-codes are displayed in plain English.

Rental vehicle tracking is also available as part of the Service & Parts core.  Functionality allows for rental vehicle/RO association, vehicle usage reporting and inventory management.

Auto/Mate provides a comprehensive integrated parts department solution. Core system functionality is listed below:

Core Parts Department Functionality

Accounting

The Auto/Mate accounting suite offers complete accounts payable functionality that includes transaction processing, payment processing (including EFT disbursement), file maintenance, month-ending statements, inter-company expensing, and report processing (including annual tax documents).

Auto/Mate’s inquiry tool (go-to tool for office managers) is designed with intuitive filter, sort, and specific search capabilities to quickly access amounts or key figures from accounts within the system.  Data sets are once again presented with links to drill down information and multiple accounts can be viewed at one time in a customized report.  The “accounting sets” feature enables predefined search sets to be saved within the system. An example of this would be the ability to setup advertising expense and display all invoices for the month in one “set”. The schedule functionality includes many of the same drill down features as mentioned above and allows the ability to run mini schedules by source and pull data by control number or stock number.

Financial statements also offer a variety of features to simplify month-end reporting.  Tools for the office manager include:

• Full drill down by line number including what accounts feed to an individual line
• Processing any time of the month (trial close)
  • Useful diagnostic capability for month-end close
• Manufacturer integration regardless of integration type
• OEM statement updates programmed free of charge.  

Doc/Mate is an archive tool that stores all accounting general ledgers and trial balance reports.  Records are stored since inception as PDFs and storage is provided on an unlimited basis for this feature. 

The cash receipts accounting application is designed with customized functionality specific to the user. For example, permissions and templates could be designed for an F&I manager to take payments on a Saturday when the office may be closed.

Functionality may include:

• Receipt by source
• Unique Reference numbers
• Default Payment Types – cash, credit, check
• Post to account (permission based)
• Cash Tracking
• PDF Receipts

The user can reconcile daily payments and print deposit slips directly from the application.

Report Generator

Auto/Mate’s report generator is designed with simplicity in mind for the end user.  Based in an Excel format with common filter and sort capabilities, the tool allows users to utilize standard system reports, create custom, or edit existing reports.  Data sets can be saved within the system as public or private and can also be exported to Excel for further manipulation.  Reporting fields are listed in plain English, without complicated coding or acronyms.

Miscellaneous Core DMS Features

• Robust archiving functionality throughout the system ensures an audit trail is stored locally on the server or through the cloud (depending on installation type). 
• A chat feature within the system allows users to quickly exchange messages with other users and set statuses. 
• The DMS is constructed utilizing a tab-based layout, allowing users to quickly switch between jobs and/or dealership locations without disrupting workflow.

Departmental Upgrades to the Core System

• Comes standard with an electronic time clock.
• Fully integrated into the DMS system from login, journals, deductions, tax reporting, and printing checks.

• Manual or fully-automated (allows for entry of skill codes and technician assignment)
• Dispatch route sheet uses text, colors and codes to summarize what is happening in the shop with drill down capability
• Custom alert system scrolls notifications on the users screen. Example: job in shop that hasn’t been worked on in 15 minutes, tech punched in but hasn’t checked into an RO in 5 minutes
• Technician console with parts request, electronic MPI, OEM info, and full vehicle history for cause and correction detail pushed to service application
• Mobile-optimized

• Allows for real-time appointment setting online
• Text and e-mail reminder options

• Based upon the Motors Book
• Accessed through service front-end or estimating tool
• Year, Make, Model back to 1985 (all OEM’s)

• Good, Better, Best menu system
• Mobile-optimized version of F&I menu with drag and drop selection capabilities for customers to design their own packages
• Tablet-based selections are automatically transferred to the working deal

• Real-time push/pull with DMS
• OEM lead integration
• License scanners and Authenticom reverse phone lookup are add-ons to the CRM tool

The Platform

Auto/Mate DMS supports either traditional client/server or cloud-based (Amazon cloud infrastructure) installations.   The technology is based on a Linux operating system, which is open source; therefore, it requires no license fees.  The platform works on Windows based PC’s and certain functionality is supported on tablet-based computers.

Open/Mate publishes a standard API interface, which allows third party vendors to integrate and communicate in real-time with the DMS.  Data exchanged between Auto/Mate’s DMS and third party vendors is delivered securely and can also be pushed through FTP file drop.  The service is available for a small monthly fee per vendor and per dealership. 

Data conversion (bringing all closed transactions from the previous DMS system) is a major focus for Auto/Mate. 

Data conversion by departments include:

The record de-duplication process is performed on a case-by-case basis within the system, no NCOA or de-dupe process is run during installation.

Auto/Mate supports most OEM integrations.  The following are not yet supported in the system: Alfa Romeo, Land Rover, Ferrari, Jaguar, Mercedes, Porsche, and Volvo. 

Installation / Support

The Auto/Mate installation process includes a mix of online and in-person system training, and in most cases requires roughly 3 months to complete.  Once the dealership team has completed the pre-installation activities required to go-live (data conversion, hardware installation, BR definition, etc.), an Auto/Mate team would spend 1-week (on average) onsite to support the installation. The onsite support staff provides the dealership personnel with a unique perspective in that they rotate between field and in-house support. This support process ensures that a complete understanding of the system and its support channels is conveyed to the dealership.

When the system is up and running, varying avenues for support are accessible to dealership staff during regular and off business hours.  In addition to the regular 7AM – 8PM Support Center, Auto/Mate offers 24/7/365 emergency support at no extra charge to users.  Auto/Mate’s service lines are staffed with live attendants so the caller will never reach an automated prompt. 

Online training is complementary and always available to customers.  Process and system consulting services are also offered at an additional cost.

Contracts

Auto/Mate operates under a month-to-month contract structure that requires a 30-day cancellation notice.

• Software upgrades (for purchased modules) are free for the life of the software
• Training is complementary for the life of the contract

Data ownership is clearly stated as dealer owned and dealer controlled.  Auto/Mate does not sell data to third parties, use data in other products, or limit control of the data at any time.  Automatic archiving of accounting transactions, schedules, journals, financial statements, F&I deals, ROs and invoices is available forever at no extra cost.

Company Profile

• Privately held
• 1200 automotive customers
• 140+ employees
• Founded - 1986
• Headquarters – Albany, NY