Fleet and Commercial Sales Department Software

A fleet deal is five vans, a fleet manager, an owner who signs and a finance company that wants the paperwork in its own format. LeadLocate gives a commercial sales department the record, the desk and the deal page that sale runs on.

The buyer is a business, and the business has more than one person in it. A fleet manager specs the units, an owner or a controller approves the money, a finance company or a bank writes the paper, and an upfitter gets the trucks before the customer does. The sale can take months, repeats every year, and the account is worth more than any single deal in it. Retail CRM habits, one lead, one buyer, one car, one Saturday, break on contact with it.

The unit is different too. It is often several identical units on one order, specced by wheelbase, payload, roof height and the equipment going on afterward, priced against a fleet program or a bid rather than a window sticker, and delivered on a schedule rather than driven off the lot. The quote has to be right the first time, the same numbers have to appear on every unit, and the whole file has to reach the lender or the customer's accounting department in the shape they expect.

LeadLocate handles that sale because it was built around the record, the desk and the remote signature instead of the showroom. This page walks through the pieces a commercial department leans on, named as they appear in the software, and you can check each on the recorded demo before speaking with anyone.

Start with the record. The Customer Profile in LeadLocate CRM is one shared buyer record with a co-buyer slot and encrypted personal information, which for a commercial account means the company, the signer and the fleet manager on one record with every call, text, email and voicemail logged against it by communications logging. Custom lead statuses, tags and row colors let you build a commercial pipeline, bid out, spec approved, upfit scheduled, in your own words, and the lost reason popup tells you why the ones that went elsewhere went elsewhere.

Then the desk. EZ Desking pencils cash, finance and lease from one screen, with a multi pencil grid to lay three structures side by side, a goal seek solver for the account that named its monthly budget, a 50 state tax matrix, trade credit caps and centralized deal defaults so every commercial rep starts from the department's numbers. The universal field set covers auto, RV, powersports, marine, buy here pay here and fleet, so a cargo van, a chassis cab and a box truck desk on the same screen. Duplicate deal turns the first desked unit into the second through the tenth without rekeying.

Then the close. The customer deal page gives the signer a private, store branded page unlocked by a one time passcode where they review each unit, the numbers and the documents, chat with the rep, and sign from their own office. Print packets with a finance breakdown, #10 envelope templates and First Class postage cover the account that still wants a printed quote on the desk, and PencilRecap produces a shareable recap sheet for the controller who wants a one pager.

Leave your number and a lead specialist calls you back to answer your questions about pricing, coverage, and setup. Mon - Sat, 9:00 AM - 6:00 PM Pacific.

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A commercial account goes quiet for weeks at a time, and the department that stays in front of it wins the order. Follow Up Processes run multi step drips per lead type, so a fleet inquiry gets a different cadence than a retail one. Email Automation and Bulk Email with recipient lists carry the quarterly note to every account, sent from the store's own domain through email domain authentication so it lands in an inbox rather than a spam folder. Text Automation and Bulk Texting cover the account that prefers a message to a call. The AI writing assistant drafts the follow up and merge fields personalize it, and voice dictation gets it written from the truck.

Calendar Settings gives each commercial rep a booking link and booking hours, with team availability across the department and a Google Calendar connection, so a fleet manager books a site visit without a phone tag. Appointments, reminders and to-dos sit on the Workspace with snooze, and round robin assignment shares inbound commercial inquiries across the team fairly. Jax, the AI assistant inside the CRM, answers the rep in English or Spanish and helps draft the reply.

Files carry the bids. The file library under the Files menu holds spec sheets, upfit drawings and program documents in folders, and secure file sharing with tracking tells you when the fleet manager opened the quote. The Deal Jacket on each deal takes the purchase order, the insurance certificate and the signed approval, uploaded from a desk or read in through a phone camera by QR intake. Team Chat keeps the commercial rep, the desk manager and the delivery coordinator in one channel instead of three text threads.

Inventory Link takes your commercial units from the feed your inventory provider produces, or imports them from your own website with your permission when there is no feed, or by hand through Add a vehicle for the chassis that is not in any feed yet. Every VIN runs through decode and an automotive database with government safety and efficiency data, and stock number overrides keep the department's numbering. Stock imagery covers a unit that arrived without photos, which is common for a white van that looks like every other white van until the upfit is on it.

Merchandising for a commercial department is less about a pretty page and more about being findable by the fleet manager searching at eleven at night. The inventory website builder publishes a commercial inventory site of its own, per salesperson inventory sites give each commercial rep a page under their own name, and the embeddable inventory widget puts live commercial units inside the dealership site you already run. The vehicle finder, called Locate, lets that fleet manager type the wheelbase and roof height they need and finds the closest match, with the request landing in the CRM with the unit attached.

In Store Now marks the units physically on the lot, which is the question an account asks before sending a driver. The vehicle button in every text and email composer drops a unit's photo, specs, stock number and price into the message, so the rep answers a spec question with the actual truck rather than a link to a third party site. Brand offer pages carry the current manufacturer programs for the makes you sell from the OEM incentives engine, which covers more than twenty makes, with a lead form beside them.

Through SecureWebX. Every store gets branded apply links, each one customizable with extra sections, custom fields, document uploads and disclosures, so the commercial department adds the fields it needs for a business applicant and asks for the documents a lender wants up front. A rep texts the link from the CRM, the applicant completes it on a phone or a desk with a co-applicant where a personal guarantor signs alongside the business, and the application lands in the SecureWebX inbox with status, assignee, amount and notes. A commercial application layout beyond what the customizer covers is available on request, and our team puts it in production for your dealership.

Commercial paper goes to the lender the account already uses as often as it goes to yours, and Send to Lender is built for exactly that. It is a code gated, expiring, revocable, watermarked share of the application to any lender of the store's choosing, with a response portal on the lender's side and a decision webhook back. It is a secure share rather than a lender portal integration, which is why it works with a regional bank or an equipment finance company that has never seen your store before. Stipulations with upload to fulfill, supporting documents per submission, OFAC screening and adverse action notices generated from the record complete the file.

Worksheets attached to the application run the same cash, finance and lease math as CRM desking and print a deal recap PDF for the lender, and a pencil built in the CRM pushes into SecureWebX rather than being rekeyed. When the lender or your DMS wants the file in its own shape, the export formats cover STAR XML, fixed width, CSV and JSON over the transport they expect, set up once per destination with a mapping template.

Commercial departments are software first, and most of the leads they work come from the phone, the referral and the account list. The platform is built to hold and work those: contact import brings the account list in, tracking phone numbers per source tell you which number the fleet manager dialed, caller ID name lookup shows who is calling before the rep picks up, call recording and transcripts keep the spec conversation on the record, and the Referral Program runs referral campaigns with a shared code and real rewards for the customer who sends the next account.

What you own online feeds the same inbox. The commercial inventory site, the widget, the vehicle finder, brand offer pages and the Lead Pages landing page builder all put a form and a Schedule a Visit sheet in front of the fleet manager, and every submission lands in the LeadLocate CRM with the unit attached. The free live chat widget for your dealer site answers the first question while they are still on the page, and Automated Templates reply to each feed's new leads the moment they arrive.

Advertising runs through Leads Manager, the campaign builder in the CRM with a zone editor, zip stats, a market scan and offers, and our team launches and manages every campaign from the selections you make there, on the managed webXintel Ads Network or through your own connected ad accounts. Our lead plans deliver local consumer buyer and seller leads in a zone rather than business accounts, so a commercial department usually starts on CRM Only and lets the retail side of the store carry a lead plan. The what to expect page explains how those consumer leads behave once they arrive.

Say it plainly. Deal posting, accounting, title and registration, floorplan, OEM fleet program reporting, parts and the service drive stay in your dealer management system and your shop, and the upfit itself stays with the upfitter. LeadLocate is the sales, record, desk and credit application layer that sits in front of them, and SecureWebX hands the finished application to your DMS or the account's lender in the export format it expects rather than trying to be a DMS.

That division is a feature. A commercial department that keeps its accounting and title work in a system built for that, and its selling in a system built for selling, is never hostage to one vendor for everything, and it keeps the month to month promise real. When a piece of your commercial workflow is specific to the store, a bid form with the fleet program fields for instance, it is available on request and our team puts it in production for your dealership.

Everything named on this page is part of the platform subscription, not a separate purchase, and the full list is on the all features page. User Management gives the commercial department its own users under Manager and Master Administrator roles, with per user notification toggles and a Quick Access PIN, so the fleet team sees its pipeline and the retail floor sees its own.

The platform is built so your department keeps selling. Your units keep showing on your website, because Inventory Link publishes from the feed or the site you already own and leaves both in your hands. Every account record, every spec conversation, every recorded call and transcript, every multi unit quote and every deal page a signer has approved is saved and stays saved on the account, so the fleet manager who ordered six trucks last cycle opens as a complete history this cycle. Your phones ring on your own tracking numbers, your DMS keeps doing what a DMS does and your upfitter keeps building. Each product is its own application under one login, which is why the department's phones, the store's DMS and the store's website stay the store's own, and why a commercial department that lives on repeat accounts can build on the record it already has.

Starting is month to month with no long term contract. A commercial department is software first, so it begins with CRM Only from $199 a month, which is the whole platform without a lead program: LeadLocate CRM, Inventory Link, DealTracker, SecureWebX, the mobile app and Jax. The retail side of the same store can carry the Inbound plan or Marketplace Acquisitions on the same account. The current figures for every plan are on the pricing page. Give us your website address and we will show you your commercial units inside Inventory Link, desked as a multi unit order and on a deal page a signer can approve from their office, before you decide anything.

Can I desk an order of several identical units without rekeying each one?

Yes. Desk the first unit in EZ Desking with the department's centralized deal defaults, then Duplicate deal creates the next one from it. The universal field set covers fleet, so vans, chassis cabs and box trucks desk on the same screen, and the multi pencil grid lays cash, finance and lease structures side by side for the account.

How does a business buyer sign a fleet deal?

On the customer deal page. The signer receives a short link to a private, store branded page unlocked by a one time passcode, reviews each unit, the numbers and the documents, chats with the rep on the page, and signs there. The store can revise, revoke or void the link from the deal view in LeadLocate CRM.

Does the credit application handle a business applicant?

SecureWebX apply links are customizable with extra sections, custom fields, document uploads and disclosures, and a co-applicant slot covers a personal guarantor. A commercial layout beyond the customizer is available on request, and our team puts it in production for your dealership. Send to Lender shares the file securely with any lender the account uses.

Can the application go to the customer's own bank or finance company?

Yes. Send to Lender is a code gated, expiring, revocable, watermarked share to any lender of the store's choosing, with a response portal for the lender and a decision webhook back. It is a secure share, set up per destination, rather than a lender portal integration, and exports cover STAR XML, fixed width, CSV and JSON.

Do the lead plans deliver fleet accounts?

The lead plans deliver local consumer buyer and seller leads in a zone, delivered to you and only you, prescreened at capture and backed by a replacement review, so a commercial department usually runs on CRM Only while the retail side of the store carries a lead plan. Commercial inquiries from your site, brand pages, vehicle finder and phone all land in the same CRM inbox.

What does it cost a commercial department to start?

CRM Only starts at $199 a month and includes the whole platform without a lead program. The Inbound plan starts at $799, Marketplace Acquisitions at $999 and the Buyers and Sellers Hybrid Plan at $1,599. Every plan is month to month with no long term contract, and the pricing page carries the current details.

Give us your website address and we will show you your commercial units inside Inventory Link, desked as an order in EZ Desking and on a deal page a signer can approve remotely, before you decide anything. Month to month, no long term contract.

Prefer to talk right now? Call or text 844-376-2274.