Guides
How to build a consistent vehicle preparation workflow
A practical workflow for moving newly acquired stock from arrival to retail-ready without losing track of jobs, photos or handovers.
In short
Give every vehicle the same visible stages: arrival, appraisal, jobs raised, work in progress, quality check, photography and ready for sale. Assign an owner and next action at every stage so cars do not disappear into a workshop queue.
Preparation delays are rarely caused by one large problem. They usually come from small hand-offs with no clear owner: a key is missing, a tyre decision is waiting, photos were booked before the valet, or nobody knows whether a warning light was checked. A simple shared workflow makes the next action visible.
Start with one agreed set of stages
Use a short stage list that everyone understands. Suggested stages: Arrived; Appraisal complete; Jobs approved; In preparation; Quality check; Photography; Ready for sale.
Avoid creating a stage for every possible task. Stages show where the vehicle is; tasks show what needs doing.
Capture the first appraisal once
Record visible condition, warning lights, keys, documents, fuel level, tyre notes, bodywork and interior issues at arrival. Add photos to the same vehicle record. The aim is a useful baseline, not a perfect mechanical diagnosis.
Turn issues into owned jobs
Each job needs a description, owner, target date and status. Separate must-do work from optional improvements so the team can make decisions without mixing priorities. Keep updates on the vehicle record instead of in private messages.
Sequence the work
Group jobs in a sensible order: inspection and diagnosis before cosmetic work; mechanical work before final valet; quality check before photography. If an earlier job changes the plan, update the next action immediately.
Use a retail-ready quality check
Before photography, confirm completed jobs are recorded, keys and documents are present, the car is clean, dashboard warnings have been noted or addressed, and customer-facing details are consistent. If it fails, return it to the relevant stage with a named action.
Review blockers daily
A ten-minute daily review should focus only on vehicles with no owner, no next action, overdue work or blocked dependencies. Do not turn it into a meeting about every car.
Workflow checklist
- One current stage
- One named owner
- One next action and target date
- All jobs recorded centrally
- Quality check completed before photography
- Blockers reviewed daily
Frequently asked questions
How many stages should we use?
Start with six or seven. Add a stage only when it represents a genuinely different hand-off the team needs to see.
Who should own the vehicle?
The owner can change by stage, but there should always be one person responsible for moving it forward.
Should every small issue become a job?
Record anything that needs action, cost approval or confirmation. Combine minor related items when that keeps the list readable.
What should happen when work is delayed?
Record the blocker, assign the next follow-up and adjust the target date. A visible delay is manageable; an invisible one is not.
Related resources
A repeatable stock photography workflow for dealerships
Create faster, more consistent vehicle listings with a simple shot list, preparation routine and upload process.
Vehicle Preparation Checklist
A free forecourt prep checklist — mechanical, safety, documentation, valeting and photography — so nothing is missed between buying a car and putting it out for sale.
How Long Should a Car Remain in Stock?
What a healthy days-in-stock figure looks like for a UK independent dealer, what ageing stock actually costs, and the repricing routine that keeps the forecourt moving.
Keep preparation visible on the vehicle
Keep every preparation stage, job and next action attached to the vehicle in Lotra.