Recon Workflow Best Practices: Speed & Cost Control (2026)

Reconditioning speed is the hidden profit lever most dealers ignore. Every day a vehicle sits in recon is a day it's NOT selling—costing you interest, insurance, and opportunity cost from tying up capital. Dealers with 14-day recon cycles lose 2 weeks of selling time per vehicle (7% of annual selling days). Dealers with 5-day recon get vehicles retail-ready 9 days faster, increasing annual turnover from 10 to 12+ turns.

This guide provides a structured recon workflow with clear stages, timelines, and accountability checkpoints. You'll learn recon budgeting formulas, repair prioritization strategies, detail standards, and how to identify bottlenecks slowing your recon process.

Recon Workflow Stages

A standardized recon workflow ensures every vehicle moves through inspection → approval → repair → detail → photos → pricing in the shortest time possible, with clear ownership at each stage.

1. Intake & Initial Inspection (Day 1)

Task	Owner	Duration
VIN Verification	Inventory Manager	5 minutes
Initial Walk-Around	Service Manager / Technician	10 minutes
Mechanical Inspection (Full)	Lead Technician	45-60 minutes
Inspection Report Entry in DMS	Service Manager	10 minutes
Recon Estimate Creation	Service Manager	15 minutes

Inspection Checklist (Minimum):

Exterior: Paint condition (chips, scratches, dents), glass (cracks, chips), lights (all functional), tires (tread depth, uneven wear), wheels (curb rash, damage)
Interior: Seats (tears, stains, wear), carpet/floor mats (stains, holes), dashboard (cracks, warning lights), HVAC (A/C blows cold, heat works), odors (smoke, mold, pets)
Mechanical: Engine (oil leaks, unusual noises), transmission (smooth shifting, fluid condition), brakes (pad thickness, rotor condition), suspension (worn bushings, shocks), fluids (all levels checked + condition)
Safety Systems: Airbag warning lights (none illuminated), seatbelts (all functional), ABS (no warning lights), traction control (functional)
Electronics: Touchscreen (responsive), backup camera (works), power windows/locks (all functional), radio/Bluetooth (connects)

2. Recon Approval (Day 1-2)

After inspection, management reviews the estimate and decides: retail with repairs, retail AS-IS (if minimal issues), or wholesale (if repair cost too high).

Scenario	Decision Rule	Action
Recon Cost ≤ 10% of Vehicle Value	Approve all repairs, proceed to retail	Authorize recon, order parts immediately
Recon Cost 10-15% of Value	Review ROI: Will repairs add more value than cost?	Approve essential repairs only, skip cosmetic unless high ROI
Recon Cost 15-20% of Value	Consider wholesale unless rare/high-demand vehicle	Get wholesale bids, compare to retail potential after recon
Recon Cost > 20% of Value	Wholesale or auction (retail unlikely profitable)	Send to auction or accept wholesale offer

Example: $12,000 trade-in needs $1,800 in repairs (15% of value). Retail value after recon: $15,500. Gross potential: $15,500 - $12,000 - $1,800 = $1,700. Decision: Approve recon (acceptable gross). If recon was $2,800 (23%), wholesale instead.

3. Parts Ordering (Day 2)

Speed is critical. Waiting 5 days for parts turns a 7-day recon into a 12-day recon. Use these strategies to minimize parts delay:

Stock Common Parts: Maintain inventory of high-use items (brake pads, rotors, filters, wipers, bulbs, batteries). Eliminates 1-2 day ordering delay for 40-50% of repairs.
Same-Day Parts Delivery: Establish accounts with local auto parts stores offering same-day or next-day delivery (NAPA, O'Reilly, AutoZone). Pay slight premium for speed—worth it to save recon time.
Overnight Specialty Parts: For dealer-only parts (OEM sensors, modules), use overnight shipping if available. $30 shipping cost = one day faster to retail.
Alternative Sourcing: If OEM part has 5-7 day lead time, check aftermarket alternatives (quality brands like Bosch, Denso, Motorcraft) available locally.

4. Repairs & Reconditioning (Day 3-5)

Prioritize high-demand vehicles. Not all vehicles are equal—Honda Accord that sells in 15 days gets priority over slow-moving luxury sedan.

Repair Category	Priority Level	Examples
Safety Critical (Must Fix)	Always fix before retail sale	Brakes, tires (below 4/32nds), airbag lights, steering issues, fluid leaks (coolant, brake fluid)
Functional (High ROI)	Fix unless cost exceeds $500 with low value-add	A/C not working, power windows inoperative, check engine light (minor codes), headlight out, windshield crack
Cosmetic (ROI-Dependent)	Fix if visible + low cost (<$300), skip if expensive	Small dents/dings, curb rash on wheels, interior stains (cleanable), scratches (buffable)
Low ROI (Skip or Defer)	Sell AS-IS or disclose/discount	Expensive bodywork (>$1,000), transmission rebuild, engine replacement, major interior damage (ripped headliner, torn seats on $8,000 vehicle)

Repair Duration Targets:

Basic service (oil change, filters, wipers): 1-2 hours
Brake job (pads + rotors, 4 wheels): 3-4 hours
Tire replacement (mount + balance, 4 tires): 2 hours
Minor mechanical (sensors, belts, hoses): 2-4 hours
Detail (wash, clay, wax, interior shampoo): 4-6 hours

5. Detailing (Day 6)

Professional detail is non-negotiable. Buyers judge condition in 30 seconds—dirty vehicle = immediate negative impression regardless of mechanical condition.

Detailing Standards (Minimum for Retail):

Exterior Wash: Two-bucket wash, wheel cleaner, tire dressing, glass cleaned inside/out.
Paint Correction (if needed): Clay bar treatment to remove contaminants, light polish to remove swirls/scratches, wax or sealant for shine.
Interior Vacuum: All seats, carpet, floor mats, trunk/cargo area. Remove all trash and personal items.
Interior Surfaces: Dashboard, console, door panels wiped down with appropriate cleaner (avoid greasy/shiny products). Leather conditioned if applicable.
Carpet/Upholstery: Shampoo visible stains. For heavy soiling, full extraction cleaning. Replace mats if worn/torn (aftermarket mats = $40-80).
Odor Elimination: Ozone treatment for smoke/mold/pet odors. Air freshener not sufficient—must eliminate source.

Detail Duration: 4-6 hours for standard detail. Heavy soiling or odor removal can take 8-10 hours.

6. Photos & Merchandising (Day 7)

After detail, take photos immediately while vehicle is clean. Photos taken on dirty vehicles waste time—you'll retake them after detail anyway.

Photo Checklist (Minimum 15-20 Photos):

Front 3/4 driver side (hero shot)
Rear 3/4 passenger side
Driver side profile, passenger side profile
Front straight, rear straight
Dashboard (driver perspective)
Front seats, rear seats
Center console / infotainment
Trunk / cargo area
Engine bay
Wheels / tires (close-up)
VIN plate, odometer
Damage / wear areas (transparency)

Photo Duration: 20-30 minutes for experienced photographer. Budget 45-60 minutes if training new staff.

7. Pricing & Listing (Day 7)

After photos, price the vehicle using market-based pricing (see Pricing Strategy article), enter all data into DMS, and syndicate to marketplaces.

Pricing Duration: 15-20 minutes (research comps, set price, enter data, syndicate).

Recon Budgeting & Cost Control

1. Recon Budget Formula

Vehicle Value Range	Target Recon %	Example Budget
$5,000-$10,000	8-12%	$400-$1,200
$10,000-$20,000	10-12%	$1,000-$2,400
$20,000-$30,000	10-15%	$2,000-$4,500
$30,000+	12-15%	$3,600-$6,000+

What's Included in Recon Cost:

Parts (brake pads, filters, tires, batteries, wipers, etc.)
Labor (in-house shop labor at standard shop rate OR outside vendor invoices)
Detail (in-house detail labor OR outside detail shop invoice)
Consumables (fluids, cleaning supplies, touch-up paint)
Vendor services (paintless dent repair, windshield repair, upholstery repair)

What's NOT Included:

Acquisition cost (vehicle purchase price)
Transportation (auction fees, delivery charges—track separately)
Floor plan interest (carrying cost, not recon cost)

2. Recon Cost Tracking

Track recon cost per vehicle in DMS. At month-end, analyze:

Average Recon Cost per Vehicle: Total recon $ ÷ vehicles retailed. Target: $800-$1,500 depending on inventory mix.
Recon Cost as % of Vehicle Value: Should be 8-15%. If exceeding 15%, you're over-reconditioning or buying vehicles needing too much work.
Vehicles Exceeding Budget: Flag vehicles with recon >15% of value for review. Identify patterns (are you consistently underestimating certain repair types?).

Common Recon Bottlenecks & Fixes

Bottleneck	Symptom	Fix
Parts Delay	Vehicles sitting in recon 7-10 days "waiting on parts"	Stock common parts, use same-day delivery vendors, overnight specialty parts
Shop Backlog	6-8 vehicles in recon queue, only 2-3 worked per week	Add second tech, outsource overflow work (brakes, tires) to independent shops, prioritize high-demand vehicles
Detail Backlog	Vehicles mechanically done but waiting 5 days for detail	Hire dedicated detailer, outsource detail to mobile detailer (on-site service), set detail appointments in advance
No Clear Ownership	Vehicles stuck in recon with no one responsible for next step	Assign recon coordinator role, daily recon status meetings (5-10 min standup), track stages in DMS with alerts for delays
Approval Delays	Inspection done but estimate sits for 3-4 days awaiting approval	Set 24-hour approval deadline, authorize service manager to approve up to $1,000 without owner review

Recon Workflow Metrics to Track

Average Days in Recon: From acquisition date to retail-ready date. Target: 5-7 days. Track weekly, investigate vehicles exceeding 10 days.
Recon Cost per Vehicle: Average recon spend. Target: 8-12% of vehicle value.
Recon Stage Bottlenecks: How many vehicles are stuck in each stage (Inspection, Parts, Repair, Detail, Photos)? Identify the constraint and fix it.
Vehicles Exceeding Recon Budget: Count of vehicles with recon >15% of value. Target: <10% of inventory.
Outsourced vs In-House Recon %: Track what % of recon work is outsourced. If >30%, consider hiring additional in-house staff for cost savings.

Frequently Asked Questions

What is reconditioning (recon) in a car dealership?

Reconditioning is the process of preparing a used vehicle for retail sale: mechanical inspection, repairs, detailing, photos, and pricing. Recon transforms a trade-in or auction vehicle from 'as-is' condition to retail-ready. Target timeline: 5-7 days from acquisition to lot-ready. Longer recon = lost selling days and delayed revenue.

How much should I spend on reconditioning per vehicle?

Target recon budget: 8-12% of vehicle cost for mainstream vehicles ($800-$1,200 on a $10,000 vehicle). Higher-end vehicles may justify 12-15% ($2,400-$3,000 on a $20,000 vehicle). Track recon cost per vehicle in DMS and flag vehicles exceeding budget for review before authorizing additional work.

Should I fix everything or sell some vehicles AS-IS?

Fix safety-critical items (brakes, tires, steering, airbags) and obvious cosmetic issues (dents, scratches, dirty interior) on all retail vehicles. Skip expensive repairs with low ROI (transmission rebuild, engine work, major body damage) unless vehicle value justifies it. Vehicles needing $2,000+ repairs are often better sold wholesale or at auction rather than retail.

How long should reconditioning take?

Target 5-7 calendar days from acquisition to retail-ready: Day 1-2 (mechanical inspection + parts ordering), Day 3-5 (repairs), Day 6 (detail), Day 7 (photos + pricing + listing). Vehicles sitting in recon for 14+ days indicate bottlenecks (parts delays, shop backlog, lack of prioritization). Every extra day in recon = one less day of selling time.

What's the biggest recon workflow mistake dealers make?

Lack of defined recon stages and accountability. Vehicles sit for weeks with unclear status ('waiting on parts' for 10 days, 'in line for detail' for a week). Fix by implementing strict recon stages (Inspection → Approved → Parts Ordered → In Repair → Detail → Photos → Priced → Listed) with daily status updates in DMS. Set deadlines for each stage and escalate delays immediately.

Streamline recon with workflow automation. DealerOneView DMS tracks recon stages in real-time: Inspection → Approval → Parts → Repair → Detail → Photos → Listed. Get alerts for delays, track recon cost per vehicle, and identify bottlenecks slowing your recon process. Reduce average days in recon from 14 to 5-7 days.

Recon Workflow Best Practices: Speed & Cost Control