Approval rules

Approval rules let your dealership decide which information must be complete before a deal moves forward. They help managers review consistent records and help the team understand what still needs doing.

How approval works

A draft normally becomes a live sale once Customer signed, Deposit paid and Manager approved are complete. Approval rules add required information checks to that process.

There are three sets of rules:

• Draft: information required before a write-up can be saved as a draft.
• Sold: information required when approving a draft and moving it into the sales log.
• Delivered: information required when marking the deal as delivered.

For example, your dealership might require a Customer name before saving a Draft, Customer mobile before Sold and Actual delivery date before Delivered. These are examples; your dealership chooses its own requirements.

If required information is missing, Autopilot blocks the step and identifies what needs completing. Complete the missing details and try saving or moving the deal forward again.

Approval rules check that information is present. Selecting a pricing field makes it required; it does not set a minimum profit or maximum discount.

Who can adjust the rules?

You need permission to edit approval rules. Having permission to approve an individual deal does not necessarily give you access to change the dealership’s rules.

If Approval rules isn’t available, ask your dealership owner or the person managing permissions to check your access.

Adjust approval rules

1. Open Drafts, then select Approval rules. You can also search for Approval rules in the Command Center.
2. Under When a deal moves, choose Draft, Sold or Delivered.
3. Review the grouped fields. Turn a field on to make it required for that status, or off to remove that requirement.
4. Select Save and look for Saved.
5. To change another status, select it and repeat these steps. Save each status separately.

Fields are grouped into areas such as customer, vehicle, pricing, finance, delivery and workflow checks. Choose information your team can reasonably complete by that point in the sale.

What happens after saving?

The saved rules apply to the dealership’s subsequent draft-save, approval and status-change checks, including checks on existing drafts. They do not fill in deal details or move deals forward on their own.

Changing a rule does not send deals that have already moved forward back to drafts. Review any affected deals separately if your team needs to correct them.

Tell your team which requirements have changed so they know what to complete before saving a draft or moving a deal forward.

Manager approval and exceptions

An authorised manager reviews the deal and records Manager approved. Removing optional field requirements does not grant someone permission to approve a deal.

An authorised manager can use Mark all done & graduate in the draft’s menu when all three normal steps have happened. This records the checks together rather than bypassing them. Required information rules still apply.

Read Understanding draft deals for the everyday draft workflow.