You know that moment when a car is “almost ready,” but every check-in shows it’s still waiting on approvals, parts, or updates? Those small setbacks stack up fast. Vehicles that should have sold in a week can linger in recon, and even a single day of delay per unit can cost several hundred dollars in holding and slow down the flow of inventory, leaving money on the lot when inventory is tight.

Every step, from detailers and transporters to body shops, mechanical vendors, and photographers, touches the car before it’s ready for the lot. Delays creep in when work is fragmented, approvals are slow, or key information is missing. Your team spends more time tracking updates than prepping cars or coaching staff, and frustration spreads to vendors when invoices are lost or payments delayed.

Manual and outdated workflows still hold many dealerships back. Emails, paper invoices, grease pen marks on windows, and lot walks are inefficient and prone to miscommunication. Scattered work keeps vehicles sitting longer than necessary and lets hidden costs pile up.

What extra days really cost you

Slow turns hit the bottom line fast. A day or two of extra wait time per unit ties up capital, adds interest on loans, and cuts into profit.

Cars that sit too long crowd the lot, slow down your team’s workflow, and keep money from being reinvested in the next vehicle.

Points where work gets held up

From working with dealerships, common friction points often look like this:

  • Cars waiting longer than necessary because approvals or communication steps are not tracked consistently.
  • Confusion over which vehicles are actually ready, forcing staff to chase updates instead of moving units.
  • Minor delays stacking across multiple cars, stretching overall turn times.
  • Hidden repair costs or unexpected supplements because approvals and invoices are not managed efficiently.

How to keep cars moving

Dealerships that move cars faster have clear systems in place: structured communication, quick approvals, and full visibility into each vehicle’s status.

Vendors know priorities and get paid faster. Staff understands next steps. Reconditioning stays on track. When the process is visible and predictable, your team can focus on preparing units for the lot and closing sales.

Practical steps to take

Before getting started, make sure your team and vendors understand the workflow and responsibilities:

  • Centralize approvals and updates: Keep all instructions and approvals in one digital system. This ensures vendors can start work immediately and your team avoids wasting time chasing approvals.
  • Consolidate communication: Track messages, photos, and notes in one place.
  • Monitor work and costs in real time: Track completion, rework, and expenses as they happen. Seeing actual repair costs protects gross per vehicle and prevents surprises.
  • Digitize invoices and payments: Link invoices to completed work so vendors get paid accurately and on time while you maintain cost control.

Why predictability pays off

Effective vendor oversight means faster turns, fewer surprises, and more control. Clear handoffs between vendors, staff, and management keep operations running smoothly.

Your team spends less time managing delays and more time selling. Every step is tracked, everyone knows what’s next, and nothing sits idle. Inventory may be tight, margins thin, but you can control how quickly cars leave the lot. When the process works for both your team and vendors, everyone benefits and your customers get their vehicles sooner.

Eric Meahan is the senior vice president of product management for Repair OnDemand.