DMS Implementation Checklist

Sign contract and receive login credentials

Complete vendor paperwork, get access to DMS platform

Assign implementation project manager (dealer side)

Typically: dealer owner, general manager, or IT manager

Schedule kickoff call with DMS vendor

Review timeline, data requirements, training schedule

Export data from old system (inventory, customers, deals)

CSV or Excel format, request from old DMS vendor if needed

Clean exported data (remove duplicates, fix formatting)

Merge duplicate customers, standardize phone numbers, fix missing VINs

Document current workflows for training comparison

How does staff currently: add vehicle, create lead, complete deal?

Create user list with roles (admin, sales, F&I, service)

Name, email, role for each staff member who needs DMS access

Configure dealership settings (name, address, logo, tax rates)

Company info, document headers/footers, sales tax configuration

Create user accounts with appropriate roles

Set permissions based on role (admin, sales, F&I, service)

Import vehicle inventory (vendor assists with data mapping)

Upload CSV, vendor maps fields (VIN, year, make, model, price, etc.)

Import customer database (verify no duplicates)

Upload customer CSV, vendor checks for duplicates before import

Import accounting history (optional, for reporting continuity)

Past 2-3 years of closed deals for trend analysis

Verify data accuracy (spot check 10% of records)

Random sample check: VINs match, customer info correct, etc.

Configure marketplace syndication (AutoTrader, CarGurus)

Enter dealer IDs, map fields, test feed exports

Set up accounting integration (QuickBooks, Xero)

Connect accounts, map GL codes, test sync

Admin training (2 hours): System config, user management, reporting

Dealer owner/GM learns system settings, reports, user admin

Sales staff training (30 min): Lead entry, vehicle search, customer lookup

Basic navigation for daily sales tasks

F&I manager training (1 hour): Deal desking, payment calculators, F&I products

Complete deal workflow from trade-in through F&I presentation

Service dept training (45 min): Repair orders, parts lookup, flat rate billing

Create RO, add labor/parts, print invoice

Run test transactions (add vehicle, create lead, complete mock deal)

Staff practice in test mode before go-live

Verify reports work correctly (inventory aging, sales pipeline, gross profit)

Run key reports, ensure data populates correctly

Test integrations (QuickBooks sync, marketplace feeds)

Verify data flows to/from connected systems