Foundations
Switching from spreadsheets to a DMS
A step-by-step guide for independent car dealers migrating from Excel or Google Sheets to a Dealership Management System like Lotra.
TL;DR
Switching from spreadsheets to a DMS is straightforward if you migrate in one weekend: export your stock, import into the DMS, connect your listing channels, and stop editing the sheet. Most dealers save five to ten hours a week within a month.
Why dealers switch
Spreadsheets work until they don't. As soon as more than one person edits stock, or listings need to go to more than one channel, the copy-paste tax adds up fast. A DMS replaces that tax with a single source of truth.
Preparing your data
- Export your current stock sheet as CSV.
- Clean up columns: VRM, mileage, purchase price, retail price, status.
- Gather photos into a folder named by VRM.
- List your active enquiries and part-exchanges.
The migration steps
- Import your CSV into Lotra.
- Spot-check five random vehicles — check DVLA data pulled correctly.
- Upload photos.
- Connect AutoTrader, Facebook and your website.
- Turn syndication on. Turn the spreadsheet off.
The first month on a DMS
Expect a small drop in speed for the first week as habits change. From week two onwards most dealers save five to ten hours a week and close more enquiries because nothing falls through the cracks.
Frequently asked questions
How long does switching take?
For a dealer with under 100 vehicles, most of the work fits in a single weekend: export, import, verify, connect channels, go live on Monday.
Will I lose my history?
No. Sold vehicles can be imported as historical records so your reporting still covers previous months.
What about my accountant's data?
Lotra exports CSVs your accountant can drop straight into Xero or QuickBooks. Nothing changes on the bookkeeping side.
Do I need to retrain the team?
Most independents find their team productive on Lotra within a day. The workflow mirrors what they already do — just without copy-paste.
What if it doesn't work out?
You can export every record back to CSV at any point. No lock-in.
Related guides
What is a Dealership Management System (DMS)?
The foundational guide to DMS software, its core modules, and why independent dealers need one.
Vehicle inventory management for car dealers
How modern inventory management works — from auction purchase to sold, without spreadsheets.
Dealer CRM: managing customers and enquiries
What a dealer CRM does, how it captures leads, and how Lotra keeps every enquiry warm.
See it inside Lotra
Lotra is the operating system for independent dealerships. Inventory, CRM, finance, listings and AI insights in one workspace.