Automotive
ZenTraq for Automotive dealerships and showrooms manages the complete vehicle sales process — from initial customer inquiry through test drives, negotiation, booking, and delivery. Designed for car dealerships, two-wheeler showrooms, and multi-brand outlets.
Prerequisites
- Organization registered with Industry Profile set to "Automotive"
- Vehicle inventory configured in the system
- Sales consultants created as users with territories
- Test drive scheduling parameters defined
Modules Available
| Module | Purpose |
|---|---|
| Leads (Inquiries) | Customer inquiries for vehicles |
| Test Drives | Schedule and manage driving experiences |
| Deals (Bookings) | Track vehicle bookings and orders |
| Contacts (Customers) | Customer database and history |
| Inventory | Vehicle stock management |
| Invoices | Billing and payment tracking |
| Tasks | Follow-ups and delivery coordination |
Terminology
In Automotive mode:
| Standard Term | Automotive Term |
|---|---|
| Meetings | Test Drives |
| Products | Vehicles / Inventory |
| Deals | Bookings / Orders |
Default Pipeline
| Stage | Probability | Description |
|---|---|---|
| New Inquiry | 5% | Customer expressed initial interest |
| Contacted | 15% | Sales consultant responded |
| Test Drive Scheduled | 25% | Driving appointment booked |
| Test Drive Done | 45% | Customer completed the drive |
| Quotation Given | 55% | On-road price shared with offers |
| Negotiation | 70% | Price, exchange, and financing discussion |
| Booking Confirmed | 90% | Payment received, order placed |
| Insurance and RTO | 95% | Processing documentation |
| Ready for Delivery | 98% | Vehicle prepared for handover |
| Delivered | 100% | Customer received the vehicle (Won) |
| Lost | 0% | Customer did not purchase (Lost) |
Getting Started
1. Configure Vehicle Inventory
- Navigate to Inventory/Products and create entries for each vehicle.
- For each vehicle, configure:
| Field | Description |
|---|---|
| Make and Model | Manufacturer and model name |
| Variant | Trim level (e.g., Base, Mid, Top) |
| Color | Available color options |
| Ex-showroom Price | Base price before taxes and registration |
| On-road Price | Total customer-facing price |
| Stock Quantity | Available units |
| VIN / Chassis | Unique vehicle identification |
| Status | In Stock, Booked, Delivered, In Transit |
2. Define Lead Sources
| Source | Description |
|---|---|
| Showroom Walk-in | Physical visit without appointment |
| Website Inquiry | Online form or chat submission |
| Auto Portals | CarDekho, CarWale, BikeWale, OLX |
| Referral | Customer or employee recommendation |
| Exchange Inquiry | Customer seeking vehicle trade-in |
| Corporate Fleet | Business volume purchases |
3. Assign Sales Consultants
Create user accounts for each showroom consultant with appropriate territories and model specializations.
Day-to-Day Workflow
Capturing Inquiries
When a customer shows interest:
- Record: Name, phone, email, and inquiry context.
- Capture vehicle interest details:
| Field | Description |
|---|---|
| Model Interest | Preferred vehicle model |
| Variant / Color | Specific preferences |
| Budget Range | Customer's price expectations |
| Exchange Vehicle | Current vehicle details (if applicable) |
| Timeline | When they intend to purchase |
| Finance Required | Whether loan assistance is needed |
Test Drive Management
- Open the lead record and click Schedule Test Drive.
- Complete the scheduling form:
| Field | Description |
|---|---|
| Vehicle | Model and variant for the test drive |
| Date and Time | Scheduled slot |
| Location | Showroom or home delivery test |
| Sales Consultant | Assigned representative |
- After the test drive, update the record:
| Field | Options |
|---|---|
| Feedback | Loved It, Undecided, Not Interested |
| Preferred Variant | Final variant and color preference |
| Ready to Book | Yes / No / Needs Follow-up |
| Competitor Vehicles | Other options being considered |
Automated Follow-Up
Configure workflows to trigger follow-up tasks at 3, 7, and 14 days after test drives for leads marked "Undecided."
Booking Process
When the customer confirms their purchase:
- Create Booking from the lead record.
- Select a specific vehicle from inventory (by VIN).
- Confirm details:
| Detail | Description |
|---|---|
| Variant and Color | Final selection |
| Accessories | Additional items selected |
| On-road Price | Complete price breakdown |
| Exchange Details | Trade-in vehicle and valuation |
| Finance | Bank or NBFC, loan amount, tenure |
| Delivery Timeline | Expected handover date |
- Collect booking amount and issue receipt.
- Block the vehicle in inventory (status changes to "Booked").
Delivery Process
After insurance and RTO documentation:
- Update booking status to "Ready for Delivery."
- Execute delivery checklist:
- Pre-Delivery Inspection (PDI) completed
- Accessories installed
- Insurance policy activated
- RTO registration document received
- Customer documents collected
- Schedule delivery ceremony or appointment.
- Mark as "Delivered" upon handover.
- Send post-delivery communication (thank you and review request via WhatsApp).
Key Features
Test Drive Calendar
- Visual calendar of all scheduled test drives
- Consultant-wise daily schedule
- Vehicle availability verification
- Post-drive outcome tracking and analytics
Inventory Dashboard
- Real-time stock by model, variant, and color
- Booked versus available count
- In-transit vehicles with expected arrival dates
- Aging stock alerts for units in inventory beyond threshold
Exchange Evaluation
- Capture existing vehicle details (make, model, year, kilometers)
- Attach condition photographs
- Record evaluated trade-in value
- Apply as discount on new vehicle purchase
Finance Tracking
- Track loan applications per booking
- Monitor bank and NBFC partnership performance
- Record disbursement status and timelines
- Calculate payout commissions
Best Practices
Recommendations
- Schedule test drives immediately — Customers who test drive within 48 hours of inquiry convert at 3x higher rates.
- Track competitor mentions — Record which other vehicles are being considered to address objections proactively.
- Automate post-test-drive follow-ups — Workflow-driven WhatsApp messages maintain engagement during the decision period.
- Monitor aging inventory — Vehicles in stock beyond 60 days may require promotional pricing or dealer exchange.
- Complete delivery documentation — Use checklists to ensure nothing is missed during handover.
- Request reviews — Send automated feedback requests 7 days after delivery to build online reputation.
Related: Lead Management | Meetings & Calls | Products & Inventory | Invoices