38-Point Checklist Before Choosing a Dealer Management System
During a DMS demo it is easy to be overwhelmed by polished slide decks and impressive features. Here is the concrete 38-point checklist you can take to every demo to ensure you ask the right questions — and get useful answers.
How to use the checklist
Print the checklist out or take it on a tablet to every demo. Ask the supplier to go through each point concretely, not just say 'yes, we can do that'. Get them to show you the feature in the actual system, not on a slide. Note 'yes', 'no', 'partially' or 'requires add-on' against each point. After 2–3 demos you have a direct comparison between suppliers that is a hundred times more useful than their marketing materials. The checklist is divided into 6 categories: integrations, core modules, mobile and daily use, data and migration, pricing and contract, and support and onboarding. Each category has 5–7 questions covering the areas where differences between suppliers become most apparent.
Integrations (7 questions)
1. Is there a built-in integration to the DVLA / number plate lookup API for searching by number plate or VIN? Included or add-on? 2. Does the system automatically synchronise my stock to Auto Trader and other portals? Is it two-way (i.e. do leads also come back)? 3. Is e-signing (such as DocuSign or Adobe Sign) built in for digital contract signing of purchase agreements, finance contracts and delivery documents? 4. Is there a direct integration to Xero, Sage or your specific accounting package? Two-way or one-way invoice sync only? 5. How does the system handle parts catalogues? Is there a built-in catalogue, or is a third-party integration required? 6. Is there an open API so I can integrate my own systems or bespoke tools? 7. Can the system receive webhooks from other systems (e.g. finance partners, insurers, F&I providers)?
Core modules (7 questions)
8. Does stock management cover all vehicle types I need — car, van, HGV, motorcycle, boat, plant, aircraft? 9. Is there a full sales pipeline with at least 5 status stages from lead to delivered? 10. Can I create a part-exchange directly from an open sales deal and have the margin calculated automatically? 11. Is the workshop module built into the base package, or is it an add-on? If built in — is it fully functional or a lite version? 12. Website builder: can I get my dealership website directly from the DMS, or do I need an external supplier? 13. Intelligence/BI: how many ready-made reports are there? Can I build my own? Is it an add-on? 14. Can the system handle multiple locations if I grow? Is that standard or an add-on?
Mobile and daily use (6 questions)
15. Is there a dedicated mobile app (not just a responsive web app), and which platforms are supported? 16. Can the technician start and stop time on a job directly from their phone? 17. Can salespeople access customer history and open deals from their phone when they are with a customer? 18. Can parts be looked up and ordered from an open work order without leaving the mobile app? 19. Does the system work offline on mobile if the connection is unstable? Does data sync when the connection returns? 20. Is barcode scanning supported in the app for goods-in and parts lookup?
Data and migration (6 questions)
21. Can the supplier migrate data from my current DMS? How long does it typically take? 22. Who is responsible for the data export from my old system — me or the supplier? 23. Do I get a test environment with my own data before final go-live, or do we go straight from old system to new? 24. How long do we run in parallel (both systems at the same time)? What happens to open deals during the transition period? 25. Who owns my data in the DMS? Can I export everything if I want to leave the supplier later? 26. How frequently are backups taken? Where are backups stored — in the UK/EU or outside? How far back can I go if something is accidentally deleted?
Pricing and contract (6 questions)
27. What is the total monthly price including EVERYTHING I need — not just the base package? 28. What does an extra user cost? An extra location? Does the price jump sharply at certain thresholds? 29. Are there predetermined price increases in the contract, or can the supplier raise prices freely? 30. What is the minimum term after signing? What are the cancellation conditions? 31. Are all module upgrades and new features included, or are they add-ons when they arrive? 32. What is the migration and onboarding cost as a one-off payment?
Support and onboarding (6 questions)
33. What language is support provided in? How quickly do they respond? Is there an account manager I can call directly? 34. What is the response time for critical issues (production is down) versus general questions? 35. How much training is included in onboarding? Is it video-based or with a real person? 36. Can I get reference calls with existing customers of a similar size and business type? 37. Does the supplier have a public status page with uptime history? What has the uptime been over the past 12 months? 38. Is there a customer group, community or annual conference where I can meet other DriveGo users and the supplier's team?
How to evaluate the answers
After 2–3 demos you have a large dataset. Here are some rules of thumb for interpreting it. A supplier with 30+ 'yes' answers and few 'no/add-on' answers is likely the most complete system. But it also means the price is probably higher. A supplier with many 'partially' or 'requires add-on' answers should be viewed with scepticism. Each add-on module is an extra monthly cost and an extra integration that can break. The total price can quickly exceed that of the all-in-one supplier. A supplier who cannot give concrete answers on price and contract questions (27–32) is probably not ready to sell to you yet. Either they have a sales process built on negotiation, or they do not have a structured offer. Both are red flags. A supplier who does not allow reference calls (point 36) should give you extra cause for concern. Good suppliers are proud of their customers and are happy to make introductions. Poor suppliers hide their customers.