EASY BUY SOP (Vehicle Offer Submission → Manager)

PURPOSE
• Standardize how every vehicle offer is sent to the manager so approvals are fast and clean.

WHO USES THIS
• Brokers / Facilitators / Sourcing Reps
• Manager / Buyer Desk

RULE
• If it’s not sent in the EASY BUY format with docs + benefits, it’s not a easy buy yet.

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EASY BUY MESSAGE FORMAT (COPY/PASTE)
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EASY BUY — VEHICLE OFFER

VIN: [17-digit VIN]
Y/M/M/KM/COLOUR: [Year / Make / Model / KM / Colour]
ALL IN: [CAD $] (confirm below)
DROP OFF: Drop off Spot name (City, Province)

TRANSPORT (if needed to reach DROP OFF):
• Transport Needed: [Yes/No]
• Transport Provider: [Name]
• Transport Cost: [CAD $]
• Pickup Location: [City, Province]
• ETA to Drop Off: [Date/Time]

DOCS:
• PICS: [Yes/No] (attach)
• SPEC: [Yes/No] (attach)
• OTP BREAKDOWN: [Yes/No] (attach)

BENEFIT (only list what applies):
• Under MSRP: [Yes/No] — MSRP: $[ ] / Offered: $[ ]
• LT Exemption: [Yes/No] — details: [ ]
• No Add-Ons: [Yes/No]
• Tax Exemption: [Yes/No] — details: [ ]

SELLER/DEALER:
• Name: [ ]
• Location: [City, Province]
• Contact: [Name + Phone/Email]
• Stock#: [ ]
• Availability / Hold Until: [Date/Time]
• Payment Accepted: [Wire/Bank Draft/etc.]

NOTES / RISKS:
• [Damage, lien, prior use, timeline issues, anything unusual]

2) REQUIRED DOC STANDARDS

PICS (minimum required)
• Exterior: front, rear, both sides
• Interior: front + rear
• Odometer photo showing KM
• VIN photo (plate/label)
• Any damage/imperfections (close-up)

SPEC (minimum required)
• Year / Make / Model / Trim
• Options / Packages (build sheet if available)
• Colour + Interior colour
• Stock# (must match dealer info)

OTP BREAKDOWN (minimum required)
• Vehicle price
• All fees (admin/doc/etc.)
• Add-ons (must show $0 if “No Add-Ons”)
• Taxes OR exemption notes
• Final total = ALL IN

3) MANAGER INTAKE CHECKLIST (APPROVE FAST)

Verify basics
• VIN is valid and matches spec/pics
• KM/Trim/Colour match spec and photos
• Stock# and dealer details are included

Verify money
• ALL IN matches the OTP breakdown total
• No hidden add-ons or “mandatory packages”

Verify delivery
• DROP OFF location is clearly stated
• Seller agrees to deliver there OR transport plan is confirmed

Verify benefit claims (must be proven)
• Under MSRP: show MSRP and offered price
• LT Exemption: explain what it is and why it applies
• No Add-Ons: must be confirmed in writing or shown in OTP
• Tax Exemption: must state basis + required paperwork

Decision
• APPROVED: confirm in writing + send next-step purchase instructions
• NEED INFO: list missing fields only
• REJECTED: state reason clearly

4) AUTO-REJECT UNTIL FIXED

• Missing VIN
• No pics
• No OTP breakdown
• ALL IN doesn’t match breakdown
• Benefits claimed with no proof
• DROP OFF not specified

5) QUICK MANAGER REPLIES (COPY/PASTE)

APPROVED
• APPROVED — proceed. Lock the unit. Confirm ALL IN in writing and confirm add-ons are $0 (if applicable). Send invoice/OTP and delivery plan to DROP OFF spot.

NEED INFO
• NEED INFO — missing: [VIN / PICS / SPEC / OTP / ALL IN proof / DROP OFF confirmation / benefit proof]. Resend using the EASY BUY format.

REJECTED
• REJECTED — reason: [missing docs / unclear ALL IN / add-ons / weak benefit / delivery not confirmed]. Resubmit only when fixed.