Phones, AI receptionist, leads, inventory, deals, service, titles and accounting, all on one screen and one login. Built inside a working used-car dealership, for dealers who are tired of paying for six systems that don’t talk to each other.
One system in place of the stack most dealers juggle:
A call, a text, a deal, a repair order and the journal entry behind it all land on the same customer and the same car, so nobody re-types anything.
Answers when the floor can’t, knows returning callers, answers inventory questions, takes messages and turns every call into a transcript, summary and follow-up task.
Desk phones, ring groups, transfers and call recordings, plus two-way texting with photos and opt-in consent tracked for you. A backup line keeps the phones ringing even if the system is down.
Facebook lead forms, Messenger, calls, texts and walk-ins in one inbox. Follow-up sequences, tasks and a single page per customer with every touch in order.
VIN decode, photos, costs and recon in one total, days on lot and projected gross on every unit, and a filled-in FTC Buyers Guide in one click.
Retail and dealer views, trade allowance against ACV, pack, tax split and a payment grid, then print the whole deal pack: buyer’s order, state DMV forms and Buyers Guide.
Buyer and co-buyer apps with Social Security numbers encrypted, masked on screen and revealed only to approved staff after a password check, with every view logged.
Repair orders, appointments, labor rates and parts with markup and tax. Close an internal RO and its cost lands on the car automatically.
A real general ledger: chart of accounts, journal, payables, receivables, checks and deposits. Deals, title fees and floor plan post themselves.
Track every title from payoff to delivery and print FedEx labels without leaving the deal.
Book values and appraisals pulled straight onto the trade and the car, with lookups counted against your plan.
History reports run from the car’s page and saved with the deal, so the report is there when the customer asks.
Lead and sales reporting, roles from owner to mechanic so people see only what they should, and two-step sign-in for everyone.
When the desks don’t pick up, the AI receptionist does: day, night and weekends. It sounds natural, knows your inventory and hands your team a clean summary instead of a voicemail.
Desks ring together; the AI only steps in after about 20 seconds.
Matches the caller to their customer record and picks up where they left off.
Talks about what’s actually on your lot right now.
Transcript, summary, a lead and a follow-up task, waiting in the morning.
Build the numbers with the customer, show a clean payment grid, and print the full deal pack in one go. When it’s sold, the deal posts to the books on its own.
| Down | 48 mo | 60 mo | 72 mo |
|---|---|---|---|
| $1,000 | $652 | $541 | $468 |
| $2,500 | $617 | $512 | $443 |
| $5,000 | $559 | $464 | $401 |
Recon and customer work run on the same repair orders. Mechanics see their jobs without prices or phone numbers; managers see the money; the car’s true cost updates when the RO closes.
Internal, customer-pay and warranty, with labor rates, parts markup and tax handled per type.
Book the bay, check the car in, and start the RO from the appointment.
An Android app reads the car’s computer over Bluetooth and returns an AI diagnosis to the repair order.
Close an internal RO and its parts and labor post to the car’s total cost.
A full general ledger built for a dealership, not bolted on. Sales, title fees, floor plan and repair work post as they happen, so month-end is a review, not a rebuild.
Chart of accounts, journal entries, trial balance and closed periods.
Bills, invoices, checks on your own check stock, and deposits.
Sold deals, lender funding and DMV fees post without re-entry.
Track what each unit owes the lender and what it costs to keep it on the lot.
Ultimate Dealer was built inside a working, family-owned used-car dealership to run its own sales floor, phones, service bay and books. Every screen exists because someone at a real store needed it.
See it with your own inventory and deal flow. We’ll reach out to set a time that works for your store.
Sign in from your dealership’s own Ultimate Dealer link.
Two-step sign-in keeps your customers’ information protected.