Pencil Recap Sheets Customers Can Share

The sheet the desk printed, as a link: identical numbers, a drawing layer for the customer, a signature line and a record of who did what.

A pencil recap sheet is the exact customer worksheet the desk would have printed, published as a private link instead of a piece of paper, with a drawing layer on top so the customer can mark it up, and a signature line so they can sign it. The word pencil is the old floor term for the first set of numbers a manager writes for a customer, and recap is what the customer asks for afterwards: send me what we talked about. This is that, without the photo of a printout in a text thread.

The sheet is byte for byte the print version. The Share button next to Print on the deal captures the same sheet the print engine would produce, so the link the customer opens and the paper the desk keeps show the same numbers in the same layout. Six versions are available, the Dealer View and five customer views, each built for a different selling situation. The dealership desking software page covers desking in general; the print packets page covers the paper versions. This page is the link.

It is 8:15 and a customer who spent two hours at the store this afternoon has texted his salesperson: my wife wants to see the numbers. The manager opens the deal under Desking, checks the structure, and opens the Share menu. He picks the payment range version because the credit tier is not final and he does not want to commit to one rate, clicks the open in new window action to eyeball it, then clicks the copy action. The link lands on his clipboard with a small confirmation bubble, and he pastes it into the deal chat.

At 8:30 the customer opens it on the couch. The page is titled with the vehicle and the deal number. His wife circles the middle cell with the highlighter, writes a sticky note asking whether the doc fee is negotiable, and he taps the pencil to underline the down payment. The manager sees the marks appear on his own screen because the sheet syncs live, and answers the doc fee question in the chat. At 8:50 the customer signs on the sheet. The signed sheet freezes: no more marks, no new numbers behind that link. In the morning, the deal history shows the share, the views, the marks and the signature, with the time of each.

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On the desktop CRM the feature is the Share menu on the digital deal view under Desking, sitting next to the Print menu and styled to match it. Every row in the menu is a sheet version, and each row carries two actions: open in a new window, and copy the link. A divider separates the red Revoke All Links row at the bottom. The Print, Share and New Deal menus are mutually exclusive, so a manager is never looking at two open menus.

The customer side is a short private link on the pencil recap domain. It has no navigation, no store menu and no index, just the sheet, the drawing tools under Show tools, zoom in and out for a phone screen, Print worksheet, and the Sign this worksheet action. The sheet is responsive, so the two column desk layout stacks on a phone. A salesperson can also open the same link from the LeadLocate mobile app to see what the customer is seeing.

The sheet is a shared, markable board. The customer picks up a pencil or a highlighter and draws on it the way people draw on paper at the desk: a circle around the option they like, a line through the one they do not, an arrow to a fee. Sticky notes hold a question or a counter. Marks are saved as they are made and sync to anyone else with the sheet open, so a manager at the desk and a spouse at home can work the same sheet at the same time. A Clear action removes marks. Every mark carries who made it, decided by the server rather than by the person drawing.

Signing is its own step. The customer opens Sign here, signs with a finger or a mouse, and chooses Apply signature. The sheet then shows Signed and freezes: the drawing tools go away, and the freeze is enforced where marks are saved, not just in the toolbar, so a stale tab cannot add a stroke to a signed sheet. If the desk later re-shares the same version with new numbers, the old link shows the notice This worksheet is no longer current with a way back to the current one, so nobody negotiates against a superseded sheet.

Each deal has one stable link per sheet version. Sharing the same version again refreshes the numbers behind that link rather than minting a new one, so a customer who saved the link sees the current sheet on reload. Every view is counted, which answers the question of whether the customer opened it before the follow up call. The sheet tab and the deal history are labeled with the vehicle and deal number, so a manager scanning ten open deals knows which sheet is which.

When the deal is done, or a link was sent to the wrong number, Revoke All Links re-issues every sheet link for that deal at once. Old links stop opening, a red confirmation bubble tells the manager it is done, and the stored snapshots survive so the record of what was shared is intact. Revoke is deliberate and confirmed; it is not something a stray click does. The customer deal pages page describes the parallel controls on the full deal page.

The thing this replaces is a photo. A salesperson holds a phone over a printed worksheet, sends it, and the store now has a customer negotiating against a picture that may be crooked, cropped or already out of date, with the customer's name and phone number printed on it and forwarded to whoever. The other thing it replaces is the customer's own handwriting on a sheet that goes home in a purse and never comes back, which is where the counteroffer lived and why nobody at the store knows what it was.

Pencil recap sheets are part of the LeadLocate CRM subscription. There is no per sheet fee and no separate signing product to license. The sheet comes from the same print engine the desk already uses, so there is nothing new to learn: pick the version you would have printed and share it instead. Plans are month to month and listed on the pricing page.

A shared sheet is going to be forwarded, so it is built to be forwarded. Before a snapshot is stored, the buyer and co-buyer name, phone, email and address are replaced with blurred, same shape scrambles; the original text never reaches the stored sheet or the page source, while the figures, the vehicle, the deal number and the salesperson stay readable. The link itself is a long random token that is never all digits, the page is not indexed, and it sends no referrer.

Behind the sheet is an append only record of everything that happens to it: each view, each mark, each clear, the signature, and any revoke, with the time and the network location it came from, resolved locally so no customer address leaves the box. The signature is applied to the sheet as it stood at that moment and the content is fingerprinted, so a signed recap is a specific document, not a living page. Every customer sheet also carries the same disclaimer as the printed one: not a contract, all figures estimates until final lender approval. This is a record of the presentation, and the store's own compliance program and final contract paperwork sit on top of it.

There is nothing to switch on. The Share menu is on every deal in every LeadLocate CRM account, and the first share takes the time it takes to pick a version and copy a link. The one setup step worth doing is the store logo and colors in the website editor's Branding tab, so the sheet carries your identity. The pre-recorded live demo shows a sheet being shared, marked and signed.

Pair it with the EZ Desking worksheets that produce the numbers, the deal chat where the link goes out and the questions come back, the print packets for the customer who wants paper, and the Road to Sale checklist to mark the payment step done once the sheet is signed. The all features page lists the rest.

Is the shared sheet the same as the printed one?

Yes. The Share action captures the exact sheet the print engine would produce for that version, so the link the customer opens and the paper the desk keeps show identical numbers and layout.

Can the customer write on it?

Yes. Pencil and highlighter strokes, sticky notes and a clear action are under Show tools. Marks save as they are made and sync live, so a manager and a customer at home can work the same sheet at the same time.

What happens when the customer signs?

The sheet shows Signed and freezes. The drawing tools go away and the freeze is enforced where marks are saved, so nothing can be added afterwards. The signature is applied to the sheet as it stood at that moment.

What if the numbers change after I share?

Re-share the same version and the link shows the new numbers. A signed sheet stays frozen, and a superseded link shows a notice that the worksheet is no longer current with a way to the current one.

Can I take a shared sheet back?

Revoke All Links on the deal re-issues every sheet link for that deal at once. Old links stop opening and the stored snapshots survive for your record.

Does the sheet show the customer's personal information?

No. Buyer and co-buyer name, phone, email and address are masked before the snapshot is stored, so a forwarded link carries the figures and the vehicle but not the person.

Pencil recap sheets are part of every LeadLocate CRM plan, month to month. Pick the version you would have printed and send a link the customer can mark up and sign.

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