AI

VEHICLE SOURCING SOP (AI + DEAL SHEET) — FOR BROKER/FACILITATOR
PURPOSE: Turn Buylist targets into verified, closable deals by logging Listing URL + VIN + on-ground proof + clean quote into the Deal Sheet (Google Sheets).

 TOOLS REQUIRED
• Buylist Google Sheet
• Deal Sheet Google Sheet (the tracker + closing sheet)
• Chrome + Google Search
• Free ChatGPT + Free Gemini
• Phone + Email (dealer contact)

NON-NEGOTIABLE RULES
• If it’s not in the Deal Sheet, it doesn’t exist.
• ON-GROUND ONLY: no factory orders, no “incoming”, no “in transit” (unless written ETA + manager approval).
• NO VIN = cannot be “Ready to Close”.
• NO PROOF = cannot be “Confirmed on-ground”.
• Proof must be at least one: VIN plate photo OR dealer system screenshot (VIN + available) OR walkaround video showing unit/stock tag.
• Every row must always have: Status + Next Action + Due Time.
• Before adding a row, search Deal Sheet for VIN to avoid duplicates.

DEAL SHEET MINIMUM FIELDS TO FILL (PER CANDIDATE)
• Buylist_ID (or row reference)
• Requested spec (Year/Make/Model/Trim/Color)
• Province/City
• Dealer name
• Listing URL
• VIN
• Stock #
• Price (MSRP or selling)
• Fees/add-ons (admin/doc/add-ons)
• Total (All-in/OTD or required format)
• On-Ground Status (Pending / Confirmed / Not On-Ground)
• Proof type (VIN photo / system screenshot / video)
• Contact name + phone + email
• Pipeline Status (Researching / Contacted / VIN Received / Quote Received / Negotiating / Ready to Close / Closed / Lost)
• Notes
• Next Action
• Due Time

DAILY START (10 MIN)
• As broker/facilitator, filter Buylist to today’s priority units.
• Work in batches of 10–30 rows (don’t do 200 at once).
• Open Deal Sheet and filter to your assigned rows. Keep it open all day.

 THE FAST LOOP (PER BUYLIST TARGET)
• FIND → LOG → EXTRACT → VERIFY → QUOTE → READY → CLOSE

STEP 1 — FIND (GET LISTING LINKS FAST)
• Google search dealer inventory pages + listing pages.
• Open 5–10 promising listings per target.
• Skip “build & price” and “incoming” unless VIN + proof is possible.
• AI PROMPT (ChatGPT): “Create 12 Google search queries to find ON-GROUND dealer listings for [Year Make Model Trim] in [Province/Canada]. Include inventory/in stock/stock#/VIN/site: variations.”

STEP 2 — LOG IMMEDIATELY (DEAL SHEET)
• As broker/facilitator, as soon as you find a good listing, add a new row in Deal Sheet.
• Fill minimum: Buylist_ID, Spec, Dealer/City, Listing URL.
• Set: Status = Researching.
• Set: Next Action = Extract VIN + contact dealer.
• Set: Due Time = Today.

STEP 3 — EXTRACT VIN + STOCK #
• If VIN is visible, copy VIN + Stock # into Deal Sheet immediately.
• If VIN is missing:
• Check “Details / Vehicle Info / Specs” for VIN/Stock.
• If still missing: View Page Source and search “VIN” or “vehicleIdentificationNumber”, copy the snippet.
• AI PROMPT (ChatGPT): “Extract VIN, Stock#, dealer, city, and price from this text. Flag signs it’s not on-ground. [PASTE TEXT]”
• Update Deal Sheet: VIN, Stock #, Status = VIN Received (only after VIN captured).

STEP 4 — VERIFY ON-GROUND (CALL/TEXT)
• Confirm: “Is this exact VIN physically on the lot right now?”
• Confirm: “Any hold/deposit/pending sale on it?”
• Confirm: “Can you issue buyer order/bill of sale today?”
• Request proof: VIN plate photo OR dealer system screenshot showing VIN + available OR walkaround video.
• AI PROMPT (ChatGPT): “Write a 20-second call script + 8 yes/no questions to confirm ON-GROUND and sellable today for VIN [VIN] at [Dealer, City].”
• Update Deal Sheet: On-Ground Status = Pending until proof arrives, Status = Contacted, Notes = what dealer said + when proof is expected.
• When proof arrives: On-Ground Status = Confirmed, Proof = type, Notes = timestamp.

STEP 5 — GET CLEAN QUOTE (NUMBERS THAT CLOSE)
• Ask for: MSRP/selling price, admin/doc fees, add-ons (mandatory or removable), taxes (if applicable), total all-in/OTD, payment method, quote expiry, confirmation quote is tied to THIS VIN.
• AI PROMPT (ChatGPT): “Normalize this quote into MSRP, fees/add-ons, taxes, total all-in, what’s missing, and 5 follow-up questions. [PASTE QUOTE]”
• Update Deal Sheet: price fields, Status = Quote Received, Next Action = Negotiate/request buyer order, Due Time = Today.

STEP 6 — MOVE TO READY TO CLOSE (ONLY WHEN COMPLETE)
• Requirements: Listing URL + VIN + On-Ground Confirmed (with proof) + Clean quote + Dealer contact info.
• Update Deal Sheet: Status = Ready to Close, Next Action = Request buyer order + confirm payment + pickup, Due Time = Today.
• AI PROMPT (ChatGPT): “Write a short close message confirming VIN, price, request buyer order today, ask pickup instructions. VIN [VIN], Price [All-in], Dealer [Dealer], Contact [Name].”

 STEP 7 — CLOSE OR KILL FAST
• If moving forward: keep updating Next Action + Due Time until manager confirms close (then Status = Closed).
• If dead: Status = Lost + Lost reason (mandatory): Not on-ground / VIN not provided / Sold / Price too high / Forced add-ons / Dealer unresponsive / Other (write clearly).

DEAL SHEET DISCIPLINE (TEAM RULES)
• As broker/facilitator, update Deal Sheet within 5 minutes of every call/text/email.
• Every row always has Next Action + Due Time.
• Never say “we have it” without VIN + on-ground proof.

END OF DAY (10 MIN)
• Clean pipeline: every active row has Status + Next Action + Due Time.
• Pick top 5 closers for tomorrow (VIN captured + dealer responsive + proof pending/confirmed + quote near target).
• AI PROMPT (ChatGPT): “From these notes/rows, pick top 5 units most likely to close tomorrow and give one-line reasons. [PASTE NOTES/ROWS]”

DAILY TARGET (PER BROKER/FACILITATOR)
• 10–20 listings logged
• 5+ VINs captured
• 3+ on-ground proofs received
• 1–3 units moved to Ready to Close