The dealership worked with their Managed IT Service Provider, Higher State Technology, to find the right software and the right vendor. They chose to partner with an Authorized DocuWare Partner because of their in-depth knowledge about car dealership documentation requirements and dealer software, Reynolds & Reynolds. After evaluating several options, they selected DocuWare because it simply provides all the flexibility, security and transparency they needed.
For each vehicle sold, a deal jacket of 40-100 documents such as a driver’s license scan, insurance information, and credit application is created. According to state law, most of these documents must contain “wet” signatures. To meet this requirement, the dealership prints documents so the customer can physically sign them. Once all the paperwork is complete, the documents are scanned and automatically indexed using data that DocuWare collected from the dealer software.
In the service department, the entire process can be done digitally, but the dealerships’ mechanics preferred working with paper over using a tablet or computer. DocuWare is very flexible so a hybrid solution that pleased the mechanics and the dealership owners was implemented. Today, when a customer arrives to have their car repaired, a Repair Order is created in the dealer software, then physically printed and simultaneously electronically stored in DocuWare. The printed document stays with the vehicle and additional repair documents and any mechanic notes are physically added to the paper RO and put in a plastic jacket.
When the repair is complete, a Service Advisor will enter any new hand-written information on the RO in the dealer software, create the Repair Invoice and store it in DocuWare, automatically changing the RO status to “Closed.” At the end of the day, the “marked-up” Repair Order and other supporting documents, will be scanned and replace the original Repair Order. When the customer arrives, the cashier will open the Repair Invoice and have the customer sign for the repair and pay for it, using ReyPay, a dealership payment processing system. Repairs that need to be submitted for warranty or extended warranty payments are then routed to the Warranty Manager, where they are reviewed and submitted.
With great results in other departments, their DocuWare system continues to expand to include the storage of driver license scans, auto parts invoices, boutique invoices, as well as loaner car agreements.