Every enquiry from the brand site, portals, Meta and Google ads, calls and walk-ins in one list, a call within minutes, test drives logged with the licence, an on-road price breakup the buyer can trust, a delivery tracker that follows insurance, registration and number plate, and service reminders that bring the car back to your workshop. Built to sit beside your brand’s DMS, for new car, two-wheeler, EV and used car dealers in Mumbai, Navi Mumbai, Thane, Pune and across India.
Reply within one business day · Navi Mumbai team · Website, app and admin under one roof
Sales, the finance and insurance desk, accounts, the service advisor and the owner working from one customer record: the enquiry, the test drive, the quote, the booking, the delivery and every service visit after it.
A fast showroom website that ranks for your city, brand and model searches and turns visitors into test drives, service bookings and exchange enquiries.
A sales app for executives on the floor and in the field, a delivery checklist for the delivery bay, and an optional customer app for service history and bookings.
The engine behind the showroom, used by the sales manager, the finance and insurance desk, the delivery coordinator, the service advisor desk and the owner.
Walk into a mid-sized car dealership on the Sion-Panvel highway or a two-wheeler showroom in Pimpri on a Sunday and the pattern is the same. Six or eight sales executives, a reception desk with an enquiry register, a team leader who keeps targets in Excel, and a finance and insurance desk that works off phone calls with bank executives. The brand’s dealer management system (DMS) runs billing, stock, warranty and the workshop. Everything that happens before a booking, the part that decides whether the buyer comes to you or the dealer down the road, sits in a mix of the brand’s lead portal, car portal dashboards, ad lead sheets and the executives’ personal WhatsApp.
A buyer today has watched reviews, compared variants and checked on-road prices before calling. Most fill two or three forms on the same evening. The showroom that calls back first, books a test drive and keeps in touch through the finance approval usually gets the booking. Yet in most showrooms nobody can say how many leads came in last month, how many got a call within an hour, or how many test drives turned into bookings. A lead that came from a paid ad and later walked in is often counted as a walk-in, so the marketing budget goes to the wrong place.
The gaps do not stop at the booking. Between booking and delivery the customer waits on a loan sanction, an exchange valuation, insurance, temporary or permanent registration on Vahan, the high-security number plate and accessories fitment. Each one is chased by a different person on the phone. A delivery promised for Saturday slips because nobody noticed the insurance cover note was missing, and the customer posts about it on Google. Booking cancellations and refunds are another quiet risk: consumer commissions have treated a delayed or withheld refund, or a cancellation charge that was never disclosed, as a deficiency in service.
After delivery the second business begins: free services, paid services, insurance renewal, PUC, extended warranty, accessories and, a few years later, the exchange for the next car. All of it depends on a complete customer record and a reminder at the right time. Infoways, a web, app and software company in Mahape, Navi Mumbai, builds dealer websites, lead CRMs, sales apps and service reminder systems. We have built a car leasing CRM linked to Tally and a daily sales reporting system with plan vs actual and team leaderboards. Below: how each module works, the rules it must respect, and an honest comparison with the brand DMS and ready-made dealer CRMs.
Who uses each module, what they do on screen, and the awkward cases that decide whether the software actually helps a showroom.
Used by the reception desk, the sales manager and the marketing person. Leads arrive from the website, Meta and Google ad forms, WhatsApp, cloud telephony, portal exports or email alerts, and walk-ins typed in at reception. Each lead carries a source, campaign, model, fuel and city. Duplicates are caught by mobile number, so a buyer who filled three forms is one lead with three touches, not three executives calling the same person. Rules assign the lead by branch, model line or round robin among executives who are on duty. If the first call does not happen within the time you set, the lead moves to the team leader.
Solved in your appUsed by sales executives on the sales app. Each lead has a stage (new, contacted, test drive done, quotation sent, finance in progress, booked, lost) and a next follow-up date that cannot be left blank. A test drive is booked at the showroom or at home, and the executive photographs the driving licence and records km out and km in for the demo vehicle, so the demo fleet’s use and fuel are accounted for. Feedback after the drive is a short choice list. Marking a lead lost needs a reason (price, finance rejected, bought another brand, postponed), and the manager approves it after the minimum number of follow-ups you decide.
Solved in your appUsed by executives and the sales manager. The quotation shows the on-road price broken down line by line: ex-showroom price with GST as invoiced, registration and road tax for the buyer’s state and city, insurance, any TCS that applies, fastag, extended warranty and accessories, with offers and exchange bonus shown separately. Discounts above an executive’s limit go to the manager for approval in the app. The booking amount is collected by UPI or card through the dealership’s own payment gateway, with a receipt that carries the booking terms, including your cancellation and refund policy, so there is no argument about it later.
Solved in your appUsed by the F and I executive. For each booking, the desk records the loan option (bank, NBFC or self-funded), documents collected, login date, sanction and disbursement status, so the delivery date is planned on facts. For insurance, it records the insurer, the cover chosen and add-ons. For new vehicles, third-party cover is generally taken for three years on cars and five on two-wheelers, while own damage can be yearly; the desk records both end dates so the renewal reminder goes out on time for each. Finance and insurance penetration per executive shows up in the owner’s report.
Solved in your appUsed by the delivery coordinator. Every booking becomes a delivery file with a checklist: payment cleared or loan disbursed, invoice raised in the DMS, insurance issued, sale certificate (Form 21) and roadworthiness certificate (Form 22) ready, registration done on Vahan through the dealer or the RTO as your state allows, temporary or permanent number, high-security number plate fitted, fastag, accessories fitted and PDI done. A delivery date cannot be confirmed to the customer while a required item is open. On the day, the bay team records photos, documents handed over and the customer’s sign-off in the app.
Solved in your appUsed by the evaluator and the used car manager. An exchange car is evaluated in the app with photos, km, ownership, insurance, loan hypothecation, accident history and a refurbishment estimate. When the dealership takes possession, it tracks the authorised dealer paperwork introduced for used vehicle dealers in December 2022, such as the intimation of possession, the vehicle inventory record and the trip register, so a car in your yard is never driven without a logged reason. Stock is listed on your website with photos and price on request, and sold cars come off automatically. Refurbishment cost and days in stock are recorded per car.
Solved in your appUsed by the service advisor desk and the customer care caller. Each delivered vehicle gets a schedule by km and by date, matching the brand’s free and paid service plan. The system sends a WhatsApp reminder with a booking link and a pickup option before each service is due, and a second one if there is no reply. It also reminds about PUC renewal after the first year, insurance renewal before the policy ends and the end of warranty. Bookings flow to the workshop, where the job card stays in the DMS. A customer who has not visited for a set period goes to a win-back call list.
Solved in your appUsed by the dealer principal, general manager and team leaders. The evening report shows leads by source, first-call time, test drives, quotations, bookings, cancellations, deliveries and lost reasons, by branch and executive. Daily targets and plan vs actual come from the same data, with a leaderboard for the team, much like the daily sales reporting system we have built for a sales team. Cost per booking by source is worked out from the ad spend you enter. Multi-branch groups see each branch separately, and each manager sees only their branch.
Solved in your appTell us how many leads you get a month, where they come from and which DMS your brand uses. We will tell you what to fix first.
These are the rules that touch the showroom’s software most often. Many are set by the Centre and applied differently by each state, so your system should treat them as settings, not fixed code.
| Term or rule | 1What it means | 2How the software handles it |
|---|---|---|
| Sale certificate (Form 21) and roadworthiness certificate (Form 22) | Under the Central Motor Vehicles Rules, the dealer issues a sale certificate for a new vehicle, and the manufacturer’s roadworthiness certificate goes with the registration application. | Both are checklist items in the delivery file. The delivery date cannot be confirmed until they are marked ready. |
| Registration on Vahan at the dealer point | Many states now let dealers apply for registration of new vehicles on the Vahan portal at the time of sale, but the steps, forms and inspection rules differ by state, and some still issue a temporary number first. | Registration stage, application number, temporary and permanent numbers are tracked per delivery, with the steps set for your state. |
| High-security registration plate (HSRP) | New vehicles have been fitted with HSRP at the time of sale since 2019. Maharashtra has also run a drive for older vehicles to get them through authorised agencies. | HSRP order and fitment status per delivery. For used cars in stock, whether the HSRP is fitted is part of the evaluation. |
| Long-term third-party insurance | Since September 2018, new cars need three-year and new two-wheelers five-year third-party cover. Long-term combined packages were withdrawn in 2020, so own damage can be bought yearly. | Third-party and own-damage end dates are stored separately, so each renewal reminder goes out on the right date. |
| PUC certificate | A new vehicle is commonly covered for its first year, after which a PUC certificate must be renewed at intervals set by your state. Test results are uploaded to Vahan. | PUC due dates per vehicle, reminders on WhatsApp, and a PUC check for used cars in stock. |
| Authorised dealer of registered vehicles | Rules notified in December 2022 require used vehicle dealers to hold an authorisation certificate from the registering authority, report possession of each vehicle, keep an inventory record and a trip register, and limit trips to purposes such as test drives, repairs and PUC. A further draft on dealer-to-dealer transfers was published in 2026. | Each used car carries its intimation status, possession date and a trip log with purpose, km and driver, ready to show when asked. |
| GST and TCS on the vehicle invoice | From 22 September 2025, GST on cars was reported to move to 18% for small cars and 40% for larger cars, with 5% on electric vehicles, and compensation cess removed. Separately, TCS under the Income-tax law applies on motor vehicles above a value threshold. Invoices are raised in the DMS. | The quotation shows GST and any TCS as separate lines from the rates and thresholds your accountant sets, and flags a missing PAN. |
| EV incentives (PM E-DRIVE) | Under the scheme, the portal generates an Aadhaar face-authenticated e-voucher at purchase, signed by the buyer and the dealer and uploaded so the manufacturer can claim the incentive. Which vehicle types are still covered changes, so check the portal. | E-voucher generated, signed and uploaded are steps in the EV delivery file, so no claim is missed. |
| Certificate of deposit for a scrapped vehicle | An owner who scraps an old vehicle at a registered scrapping facility gets a certificate of deposit, and many states give a road tax concession on a new vehicle against it. | The certificate is recorded on the booking, and the road tax line in the quotation reflects your state’s concession. |
| Booking refunds and consumer complaints | Under the Consumer Protection Act 2019, consumer commissions have treated a delayed or withheld booking refund, or a cancellation charge not disclosed at booking, as a deficiency in service. | Booking terms printed on every receipt, cancellation requests logged with a date, and refund status tracked until the money is paid back. |
We have taken these points from transport department and ministry notifications, insurers and tax publications, several of which are secondary sources. Rules change and differ by state. Confirm each one with your brand, your RTO, your CA and your insurance partners before it goes into the software. We set the rules you confirm; we do not decide them for you.
If you are an authorised dealer, the brand DMS is not optional. Billing, vehicle stock, warranty claims, spare parts and the workshop job card normally have to run in it, and some brands also run their own lead portal. Brands keep improving these systems: one luxury brand in India, for example, has been reported to move its dealers to a DMS built on Zoho. Before you buy or build anything, ask your brand’s regional office what its DMS already covers, what it allows dealers to add, and whether it offers an export or API for leads and customers.
Next to the DMS, many dealers use a ready-made CRM. In India these include auto-focused products such as AUTOSherpa, Groweon and TeleCRM, and general CRMs set up for dealers, such as LeadSquared, Zoho CRM and Salesforce. Car portals also give dealers their own lead panels. For a single showroom with standard sales stages, a ready-made CRM is often the right first step, and we will say so. It starts quickly and the vendor carries the upkeep. Before you sign, check that it takes leads from every source you use, works on WhatsApp, lets you export all your data and handles the delivery stages you actually chase.
A custom system makes sense in narrower cases: a dealer group with several brands and branches that wants one view across all of them, a dealer who sells new, used and EVs and wants one customer record across all three, a showroom whose delivery and finance process does not fit any template, or a group that wants leads and customer data held only by itself. In those cases we build the lead CRM, sales app, delivery tracker and reminders around your DMS, never in place of it. Our guide on custom software vs off-the-shelf walks through the trade-off.
A plain comparison. Most dealers end up using the brand DMS with one of the other two beside it.
| Factor | 1Brand DMS and portal panels only | 2Ready-made dealer CRM | 3Your own CRM beside the DMS |
|---|---|---|---|
| Best for | Small showrooms with few online leads | Most single showrooms and small groups | Multi-brand groups, new plus used plus EV dealers, unusual processes |
| Lead sources in one list | Split across the brand portal and each car portal | Most common sources, check each one | Every source you use, tagged to the booking |
| Speed of first call | Depends on who checks which panel | Assignment and alerts built in | Assignment rules shaped to your branches and shifts |
| Delivery, registration and HSRP tracking | Partly in the DMS, rest on phone | Usually basic | Full checklist per delivery, set to your state |
| Used car paperwork and trip log | Rarely covered | Some products cover it | Built around the 2022 dealer rules |
| Who holds lead and customer data | The brand and portals | The CRM vendor, under its terms | Your dealership or group |
| Time to start | Already running | Days to a few weeks | Weeks to months, in phases |
Product names are mentioned only to help you compare. Features change often, so check each vendor’s current version, and always check your brand’s rules on websites, data and DMS links.
Each one comes straight from the CRM. Compare your own numbers month to month and branch to branch, not against figures from someone else’s showroom.
Minutes from a lead arriving to the first logged call, as an average and as the share called within the time you set. Worked out per source and per executive. When this slips, bookings usually follow a few weeks later.
Solved in your appTest drives done divided by leads received, by source and model. A source that brings many leads but few test drives is either the wrong audience or the wrong follow-up script.
Solved in your appBookings divided by test drives, by executive and by model. It shows who closes well and which model needs a better offer or a better demo car.
Solved in your appAd or portal spend for the month divided by bookings from that source, using the first-touch source the CRM keeps even when the buyer later walks in. This is the number that decides where next month’s budget goes.
Solved in your appCancellations as a share of bookings, with the reason, and the average days to refund. Rising cancellations often point to long waits on a variant or a loan; slow refunds are what turn a lost sale into a consumer complaint.
Solved in your appShare of deliveries financed through your partners, insured through your desk and fitted with accessories or extended warranty, by executive. These lines often decide the profit on a vehicle sale.
Solved in your appVehicles sold that came back for a paid service after the free services ended, as a share of all vehicles due. Worked out by year of sale. It shows whether reminders and service quality keep customers away from the local garage.
Solved in your appNew Google reviews and average rating per branch each month, against deliveries and service visits. A branch with many deliveries and few reviews is not asking.
Solved in your appSay you run a car dealership with two branches, in Vashi and Kharghar. The numbers here are only to show the flow. A family in Kharghar sees your Instagram ad for a compact SUV on a Saturday evening and taps the form. Within a minute they get a WhatsApp message with the brochure, a link to book a test drive and a note that an executive will call. The CRM spots that the same number filled a portal form an hour earlier and merges the two. It assigns the lead to an executive at the Kharghar branch, with a task to call before 11 am on Sunday.
She calls at 10:15, books a home test drive for Sunday evening and logs it in the sales app with a photo of the driving licence and the demo car’s km. After the drive, she records the feedback: liked the car, worried about the EMI, wants a price for their old hatchback. The evaluator inspects the hatchback on Monday and records it in the app. On Tuesday she shares a quotation on WhatsApp: ex-showroom price with GST, road tax and registration for Navi Mumbai, insurance with three-year third-party cover, accessories and the exchange value as a separate line, plus two loan options. The family pays a booking amount by UPI and gets a receipt with the booking and cancellation terms. The lead turns to booked, with its source kept as Instagram.
The delivery file opens. The F and I desk logs in the loan and records the sanction on Thursday. Insurance is issued, the invoice is raised in the DMS, the sale and roadworthiness certificates are ready, and registration goes through on Vahan. The HSRP fitment is the last open item, so the coordinator confirms Sunday delivery only when it shows as fitted. On delivery day the bay team records photos and the customer’s sign-off. Two days later the family gets a request to review the Kharghar branch on Google. The old hatchback enters used car stock with its possession intimation done, and every trip it makes, to the workshop or for a test drive, is logged.
Before the first free service, the customer gets a WhatsApp reminder with a booking link and a pickup option. A year later, reminders go out for the own-damage insurance renewal and the PUC. When the free services end, the system watches for the first paid visit and, if it does not come, puts the customer on the win-back list. Every evening the owner sees leads by source, first-call time, test drives, bookings, deliveries waiting on documents and which executive is behind on follow-ups, and next month’s ad spend moves to the sources that bring bookings, not just leads.
One meeting with the dealer principal, sales manager and team leaders to fix lead stages, assignment rules, the first-call time, minimum follow-ups before a lead can be marked lost, discount approval limits, and who owns a walk-in that first came from an ad. Check your brand’s rules on websites, data and DMS links at the same time.
We connect the website, Meta and Google ad forms, WhatsApp and cloud telephony directly, and the brand and portal leads through whatever export, email alert or API each source offers. Every source is tested with dummy leads until it lands in the right branch with the right tag.
Open leads, delivered customers and vehicle details (registration number, sale date, insurance and PUC dates) are imported from Excel and DMS exports. Duplicates are merged by mobile number. The service desk checks a sample before reminders are switched on, because a reminder for the wrong car does more harm than none.
Executives are trained on the sales app in short sessions, in Hindi, Marathi or English as the team prefers, on their own phones, between walk-ins. Team leaders learn the follow-up and approval screens. For the first two weeks the reception keeps the paper register too, and we compare the two every evening.
The delivery coordinator and F and I executive move their checklists into the system, with registration steps set for your state. We run every delivery of those weeks through it and fix any step that does not match how your bay actually works.
Service schedules by km and date, PUC and insurance reminders, review requests after delivery and service, and the win-back list go live on WhatsApp, with message templates approved and an opt-out on every message.
Before sign-off we check source tags, assignment, reports, role access and data exports with the owner. Then local search, a Google Business Profile for each branch and Google Ads for launches, with every lead tracked to booking. Read how car dealers can get more test drives. Maintenance and support continues after launch.
Send us your lead sources, your DMS and your shortlist. We will tell you honestly whether a ready-made CRM fits or a custom build is worth it.
Every dealership is different, so we quote after understanding yours. A single showroom website with test-drive, service and exchange enquiry forms feeding a simple lead list is a small project. A lead CRM with a sales app, quotations, the delivery tracker and WhatsApp reminders is a medium one. A multi-branch, multi-brand platform with new and used vehicles, a customer app, service win-back, F and I tracking and owner dashboards across branches is a large one.
The cost goes up with the number of branches and brands, how many lead sources need connecting and whether they offer an API or only an export, what your brand allows to move to and from its DMS, whether you need a customer app, and how much old data must be cleaned and moved in. It comes down if you start with one branch and the lead CRM, which brings the fastest return, and add the delivery tracker, service reminders and the customer app once the sales floor is using it every day.
Timelines: a dealer website usually takes 3-5 weeks. A lead CRM with a sales app takes around 2-4 months. A full multi-branch platform runs 5-8 months in phases. See our custom CRM development page, the Tristar Leasing car leasing CRM case study for a working example from the car business, and the sales daily reporting system for how plan vs actual and leaderboards work in practice. The app cost calculator helps you list the scope before you talk to anyone.
Do not try to replace your brand’s DMS. Billing, stock, warranty and the job card usually have to stay there. What the DMS rarely does well is the part before the booking and the chase between booking and delivery. Build or buy for those gaps, and keep the DMS for what the brand needs.
Do not buy software before you agree your own rules. Decide who gets credit for a walk-in that first came from an ad, how many follow-ups an executive must make before a lead can be marked lost, and who approves discounts. Software makes good rules faster and bad rules louder.
Do not quote a single on-road number without a breakup. Taxes, insurance and registration charges change with the state, the variant and the buyer’s choices, and rates were reset in 2025. A line-by-line quotation with offers shown separately avoids arguments at delivery and complaints later.
Do not switch on service reminders on dirty data. A reminder for a car the customer sold two years ago tells them you do not know them. Clean the vehicle list first, and give every message an opt-out.
And do not build a custom system for a single small showroom with a few dozen leads a month. A good website, a ready-made CRM and WhatsApp reminders will do most of the job. Custom makes sense for groups, for new plus used plus EV dealers, and for showrooms whose process does not fit any template.
Ask us on WhatsApp. A real person from our Navi Mumbai team replies.
Ask on WhatsAppThe DMS usually handles billing, stock, warranty and the workshop well. What it often does not do well is catching every enquiry from ads, portals, calls and walk-ins, making sure each one gets a fast call and steady follow-up, and chasing loans, insurance, registration and HSRP before delivery. A CRM covers those parts, and booked customers move into the DMS where the brand allows.
It depends on your size and process. Ready-made options include auto-focused products such as AUTOSherpa, Groweon and TeleCRM, and general CRMs such as LeadSquared, Zoho CRM and Salesforce. Shortlist two or three, check them against your lead sources, WhatsApp, delivery stages and data export, and ask your brand what it allows. A custom build fits multi-brand groups and unusual processes.
Yes. Meta and Google ad forms, your website and WhatsApp come in directly. Brand and portal leads come in where the source offers an export, email alert or API. Every lead keeps its first source, so you can work out the cost per booking for each channel even when the buyer later walks in.
In many states, yes: dealers can apply for registration of new vehicles at the time of sale on the Vahan portal. The steps, forms and inspection rules differ by state, and some states issue a temporary number first. Confirm your state’s current process with your RTO. The delivery tracker follows whichever steps apply to you.
Commonly the tax invoice, insurance policy, sale certificate (Form 21), the manufacturer’s roadworthiness certificate (Form 22), registration details, the owner’s manual and service booklet, and warranty papers. Your brand and state may add more. The delivery checklist lists each item, and the bay team marks it handed over in the app.
Since September 2018, new cars need three-year and new two-wheelers five-year third-party cover. Own damage can be bought yearly, since long-term combined packages were withdrawn in 2020. Confirm current products with your insurance partners. The system stores both end dates so each renewal reminder goes out on time.
A new vehicle is commonly covered for its first year, after which a PUC certificate must be renewed at intervals your state sets. Check the current rule for your state. The system reminds the customer before each PUC is due, which is also a good reason to bring the car to your workshop.
From 22 September 2025, GST was reported to move to 18% for small cars and 40% for larger cars and SUVs, with 5% on electric vehicles, and compensation cess removed. Which band a model falls in depends on its engine and length. Confirm with your CA. The quotation reads the rates your accountant sets.
Rules notified in December 2022 require dealers of registered used vehicles to hold an authorisation certificate from the registering authority, report each vehicle they take possession of, keep an inventory record and log every trip. A further draft on dealer-to-dealer transfers was published in 2026. Confirm the current rules with your RTO; the used car module keeps the records.
Only on terms that are fair and were clearly told to the customer at booking. Consumer commissions have treated withheld or delayed refunds, and cancellation charges that were not disclosed, as a deficiency in service. Take advice on your terms. The system prints them on every receipt and tracks each refund until it is paid.
Yes. Two-wheeler showrooms get more walk-ins and frequent service visits, so quick counter entry and service reminders matter most. EV dealers also track the charger installation and, where a scheme applies, the incentive e-voucher steps on the government portal, so no claim is missed.
Yes. Calls, test drives, quotations, bookings and deliveries are tracked per executive against daily targets, with plan vs actual and a leaderboard, similar to the daily sales reporting system we have built. The owner gets a short summary every evening.
Phone numbers, licences, Aadhaar-linked documents, loan details and vehicle records are personal data under the DPDP Act 2023, and its rules notified in November 2025 are coming into force in phases. We build consent on forms, access by role so each person sees only what they need, masking of documents, and logs for every export.
A dealer website usually takes 3-5 weeks. A lead CRM with a sales app takes around 2-4 months, most of it spent connecting lead sources, cleaning old data and training the floor. A multi-branch platform with delivery tracking, service reminders and a customer app runs 5-8 months in phases.
Talk to our Navi Mumbai team about your branches, lead sources, DMS and service customers. We will give you a clear plan, an honest view on ready-made CRMs, and a price.
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