DealerBuilt DMS Product Overview

Product Highlights

Why DealerBuilt – The vendor’s top arguments to select them

1. Business Model Approach: DMS is an enterprise-centric solution built on a single integrated database
2. Extendable Platform:  Infrastructure/feature-set driven by dealer innovation
3. Efficient Technology: Windows-based user interface powered by a SQL Server database built on the most advanced open source technology available
4. Highly Customizable: System can be configured to meet the dealer’s needs; dealer has the ability to customize their own functionality
5. Robust Accounting Module:  Accounting functionality is comparable to features found in traditional ERP systems found in other vertical markets

Product Highlights

Key Features of the DealerBuilt DMS

• Single name file database architecture - Provides the ability to track customer history across dealership departments or enterprise operations. 
• Extendable platform – Product innovation is driven by dealership /client feedback and involvement.
• Stored queries – Accounting queries can be custom created and saved by user, allowing for easy retrieval and execution in the future.
• Multi-tiered data archiving – Provides storage for finical statements as well as all transaction-based activity for the life of the installation.
• Change log – All changes processed in sales and service are recorded for easy tracking.

Overview

DealerBuilt’s solution is “Built by Dealers; for Dealers” and caters to forward-thinking dealerships and enterprise groups looking for a better end-to-end DMS. Built utilizing industry standard open-source technology and utilizing a largely hardware independent deployment model, the product is designed to scale as a dealership grows. The system began as a single/dual-point store offering and has evolved into a highly scalable multi-store, multi-company platform. The current DealerBuilt DMS is comprised of a fully integrated suite of modules including Service and Parts, Accounting, Sales/F&I, Integration Platform, and many additional optional product offerings.

DealerBuilt’s DMS was founded to elevate the technology choices available to operate today’s dealers and dealership groups.  It’s founders believe today’s technology coupled with smart design can address deficiencies within legacy products while driving efficiencies in day-to-day operations with a fully integrated platform.  A core pillar of DealerBuilt’s business philosophy is to identify new functionality and system improvements by listening carefully to their dealer client base.  DealerBuilt hosts a yearly user conference called Dreamscape to gather real-world feedback on the product, while brainstorming and testing new feature/functionality concepts before deploying them by partnering with those dealers wishing to help evolve technology to meet their needs.

DMS Functionality

Sales – F&I

DealerBuilt engineered the real-time Sales/F&I module to provide a smooth sales process from prospecting to finalizing a deal. The user interface is organized with functionality displayed in a manner consistent with how a deal flows. This not only makes the system more intuitive, but also reduces the training and learning curve of new employees.

The Deal Screen is fast and intuitive. It can be customized to reflect how the dealership currently appraises, presents deal options, negotiates, and closes deals. The screen also provides users with information on deal status and interest levels on a specific vehicle.  The integrated desking tool allows payment scenarios on an unlimited number of vehicles at one time. A guest list (permission based) is available to be displayed on the right hand side of the screen highlighting current working deals.

The Appraisal module can compare vehicle values calculated by Manheim, NADA, Kelly Blue Book, and other popular sites.

DMS Credit Bureau Reporting through third-party is integrated with 700credit and NCCI, and is included at no additional cost. Credit applications are processed in real-time.

Management tools provide key employees with the information to track salespeople, managers, departments, dealerships or groups against measurable KPIs via accessible dashboards and reporting. Additional Sales/F&I functionality includes:

• Customer lifetime value data to better understand your customers’ buying habits
• Vehicle inventory management system helps find the right vehicle for your customer
• Real-time reporting to track sales, gross, inventory and any customized reports needed

Sales/F&I Functionality

Fixed Operations

DealerBuilt’s Fixed Operations module is designed to provide users with a holistic view of the customer. Service records (as well as Sales) are available in a consolidated view by customer, providing in-depth purchase history. Enterprise operations have additional views of the data providing insight into customer and vehicle histories across multiple dealerships. This data allows service advisors the ability to manage a client’s service request from write-up to final payment and stay informed throughout the process.

A powerful search feature prevents entering duplicate customer records and the system automatically formats data entered to standardize information.  Each customer is assigned a unique customer number and remains unique across all stores.  Users have the ability to filter down to specific repairs with the click of a mouse.

A customized repair order summary is displayed on the right side of the screen and a change log records all activities associated with a repair order. This functionality provides the service advisor with the ability to understand items such as shop capacity, vehicle repair status, and technician job assignment without having to open an individual repair order.

A VIN based menu selling/multi-point inspection tool is available and provides the ability to add recommended job lines to the repair order with one click functionality. In addition, the system supports all major OEM recommended maintenance service schedules with a menu tool for final presentation to the customer.

Additional Fixed Operations features include:

• Online appointment scheduling – plus integration with the leading third-party scheduling tools
• Intuitive tablet and point and click write-up screens
• Electronic Dispatch, ERO – with technician estimation process
• Communication tools with your client (text, voice, email)
• Electronic Parts Requisition - Keeping technicians efficient in their stalls
• Electronic Payment options (pay on the drive)
• Data mining tools
• Parts – 36 month sales history by parts number to help identify sales and obsolesce opportunities

Fixed Operations Functionality

Optional Fixed Operation Components:

1. DealerScan™ Parts Solution: This labeling control tool helps maximize dealership revenues and provides powerful real-time parts inventory control. The tool has an informative, responsive graphical interface and a suite of detailed on-demand exception reports allowing easy reconciliation.
   • Provides users a comprehensive system that manages orders, shipments, and exceptions for each managed location. In addition, the system can also automatically identify and resolve misdirected shipments.
   • Quick parts check-in, routes to appropriate personnel for faster completion of RO’s and reduces time to receipt, resulting in higher customer satisfaction
   • Analyzes discrepancies between orders and parts received and improves accuracy
   • Displays actual part names instead of only part numbers which is helpful in searches
2. DealerScan™ VIN Solution:This feature controls and tracks vehicle inventory, improving the accuracy of daily and monthly vehicle audits by allowing personnel to simply scan vehicle VINs.
   • Produces complete vehicle inventory processing, exception reporting and discrepancy reporting
   • Manages and keeps your inventory records up-to-date, ensuring the current location of each vehicle has been accurately recorded; unlimited number of lot locations available
   • Provides ability to read and print labels from prior DMS or scanning systems, at times leveraging existing hardware
3. EasyPay Finance™ Solution: DealerBuilt provides integration with EasyPay Finance providing an easy and fast way to finance repair orders for customers with financial constraints. (Additional merchant fee applies)
   • Approves $500 -$4,000 loan amounts on up to 80% of customers with 12 & 24 month terms
   • Provides prompt online credit decisions without paystubs or additional requirements and funds within 48 hours

Accounting

The Accounting Module is highly scalable and can manage any size independent dealership.  DealerBuilt placed a high degree of emphasis on enterprise/multi-company operations when developing the accounting platform. This focus resulted in a single integrated platform designed to support the most sophisticated multi-company/multi-franchise enterprises by consolidating multiple general ledgers under a single environment. This real-time system provides instantaneous posting from the scheduling component and can post an entire vehicle deal from one window, saving the dealerships valuable time each month.

• Queries can be saved to use month after month
• Export schedules to Excel
• Drill-down from high level schedule information to specific transaction level details
• Powerful and intuitive search capabilities, allowing users quick information retrieval
• Easy to learn journal entry screens, schedule wizards, and tools to effortlessly validate and cleanup schedules
• Useful forecasting abilities based on previous month’s results

Enterprise Support

The DealerBuilt DMS provides permission based access to custom configurable DOC reporting with line item drill-down capabilities. DOC’s can be configured by department, dealership and group levels, allowing key management the ability to stay informed of the daily performance of the operation.

An optional customizable Payroll Application integrates into the DealerBuilt DMS providing a comprehensive solution to manage your payroll needs. The payroll module includes:

• Customized reporting groups, e.g. EEOC, worker’s comp codes, etc.
• Direct deposit and live check payroll processing in one batch
• Numerous customized check options
• Multiple pay types per employee
• Add pay types/deductions ‘on-the-fly’
• Ad-hoc reporting on current and historical payroll data

Optional DMS Offerings

• Customized Forms - DealerBuilt has an extensive, customized forms library with the ability to print plain paper laser, short and long contracts, and electronic PDF forms.
• Crystal Reports - DealerBuilt’s DMS provides access to over 100 basic reports and documents; however, any customized report can be developed. Crystal Reports is available for an extra fee and includes dealer training. Crystal Reports is a powerful industry standard reporting tool that enables the user to access virtually any piece of data in the database, then display the data in virtually any report needed.
• CRM – Provides readily accessible guest information, service, sales history, etc. in a clear, concise, and quick manner
  • Internet and Showroom traffic control
  • Comprehensive drill-down capabilities for every customer with every transaction that exists in the database, from source document through accounting
  • Manage follow-up and daily activities with prospects, clients, and service customers

CRM Functionality

The Platform

DealerBuilt utilizes PostgreSQL Windows-based Server, which is the one of the most advanced open source databases available as the underpinnings of the product.  The software features a true windows-based graphical user interface creating an easy-to-use environment for the end user.   The system is designed for optimal speed and ease of use. The DMS offers a high level of customizable data security, which can be controlled by store personnel or by DealerBuilt, if desired.

DealerBuilt provides bi-directional third party integration through published API’s and charges an up-front licensing fee for access to the tools. No monthly maintenance fee is charged to the third parties once they are licensed on the integration. In addition, the API is available to clients with a desire to extend the product with internal development staff.

DealerBuilt software is accessible from a MAC/PC, Thin Client devices and/or mobile platforms. The system may be deployed in either an in-store client-server configuration or accessed from the cloud utilizing redundant servers. DealerBuilt’s data center incorporates secure access and boasts up-times that average 99.5%.

Installation/Support/Contracts

DealerBuilt supports two installation methods: cloud and onsite.  A checklist is provided to aid the dealership in deciding which platform is best for the dealership.  Contracts are typically 36 months, however they can work with the dealer on terms.

DealerBuilt personnel will begin gathering dealership information once the contract is signed.  The installation team conducts a series of conference calls to gather initial dealership data and setup requirements. Progress is communicated through an online project management tool called BaseCamp. The dealership is granted access to their own project resources within the tool. The DealerBuilt team assists in all data setup and conversions to ensure accuracy. The typical installation requires 60-90 days to complete.

Extensive “hands on” user training is conducted via remote sessions and is designed to minimize the time it takes for new users to start using the system efficiently.  DealerBuilt spends two weeks on average onsite at the dealership to ensure that the system is performing correctly and employees are satisfactorily trained.  A DealerBuilt representative is hands-on through the first monthly close to confirm system performance.

User guides and online help are built into the platform and can be accessed at any time for additional post installation training.

Company Profile

Type – Privately Held
Size – 90+ Employees
Founded – 2008
Headquarters – Mason City, Iowa
Number of Clients – 300+ Rooftops