Managing vehicle preparation: from VHC to buyer PDI

Start with the vehicle and the inspection responsibility

Check the registration, make, model and mileage before the inspection begins. Decide who will complete the VHC: your own team or an invited garage. In Dealer VHC, the dealership adds the vehicle details and assigns an external inspection to a specific garage where needed.

An invited garage works on the dealership vehicles assigned to it. Its own customer inspections, where enabled, follow a separate workflow. Keep the person responsible for inspecting the vehicle distinct from the person who will approve spending or review it for handover.

Record findings while each area is accessible

Work through the checklist in the workshop sequence: under the bonnet, mid-height checks, full-height checks, then the interior and final observations. Record measurements, notes and clear photographs against the relevant item. If an item has more than one defect, keep each finding visible.

Use the recorded measurements and component information when making an assessment. A traffic-light result helps people scan the report, but it should not replace the supporting details. Record items that were not inspected accurately instead of marking them as good to complete the form.

• Correct vehicle identity and mileage.
• Measurements and observations against the appropriate checks.
• Photographs that show the finding clearly.
• Any missed or uninspected items reviewed before completing the inspection.

Separate repair decisions from job completion

For an external garage preparing dealership stock, the dealership reviews and authorises the proposed repairs. In-house preparation follows the internal completion workflow. A garage inspecting its own customer’s vehicle can share priced findings for that customer to approve or defer when customer VHCs are enabled.

Approval means that work may proceed; it does not mean the repair has been completed. Track individual jobs through to completion and retain the original finding. This gives the dealership a clear view of what remains before collection.

Use Prep Centre for the wider preparation schedule

Some preparation jobs sit outside the inspection itself, such as valeting, photography or arranging a collection. Prep Centre lets your team organise jobs against a car and registration, track progress and use the handover countdown and calendar to plan the work.

Use the VHC for inspection findings and the Prep Centre for the wider schedule. Review both before confirming that the car is ready. A job on the planner is not evidence that an inspection finding has been rectified; update the relevant VHC record when the work is actually complete.

Review the buyer-facing PDI before handover

Create the buyer PDI from the completed VHC and review the actual document. Items recorded as repaired appear as Good. Outstanding advisory or urgent findings and items not inspected remain visible, while internal repair notes and prices are excluded from the buyer-facing copy.

Check the registration, mileage, issue date and business details. Confirm that the document reflects the current preparation status and discuss any remaining findings with the buyer. Retain the inspection and work history in the business workspace.

• Vehicle and business details checked on the document.
• Completed repairs recorded in the VHC.
• Outstanding findings and uninspected items reviewed.
• Preparation jobs and handover arrangements checked.
• Buyer PDI reviewed and a copy available for handover.

Keep listing photos consistent with the prepared car

When the vehicle is ready to photograph, take a complete exterior and interior set. Photo Studio can prepare the listing images in its separate workspace, with saved backgrounds and registration folders.

Review every edited image against the original so the advert still represents the vehicle’s identity, equipment and condition. Keep inspection evidence photographs in the VHC and use your approved listing set for the advert; the two sets serve different purposes.