PREPARED FOR ·
Find the missing signature before the lender does. See every contract in transit. Clean up duplicate customers across your DMS and CRM. It all runs in your own servers or your own AWS account, and customer data stays with you.
The work is rarely the problem. The hunting, retyping, and chasing around it is.
FTC's 2025 FAQ for auto dealers says the rule covers most automobile dealers who finance or lease. It calls for a written information security program, risk assessment, encryption, and multi-factor authentication.
A covered breach involving at least 500 consumers' unencrypted information must be reported to the FTC. Fewer places holding customer data means fewer places to fail.
Source · FTC, Safeguards Rule: what your business needs to know, 2025
The rule includes service provider oversight. A design where your data stays in your environment, with a written security summary, keeps that review short.
Lenders send contracts back for an unsigned page, an uninitialed field, or an expired insurance card. The error is found late, and the customer is already home.
Contracts in transit sit with lenders. The status lives in portals, email threads, and one manager's notes.
Duplicates, wrong phone numbers, and fake emails. Outreach bounces, and service history does not follow the customer into the next sale.
A day in the life. Pick a use case and watch the question or report come together, with citations back to the source.
Every jacket is checked against the lender's list. Missing signatures and fields are found, and each problem goes to the right person.
It checks and routes. Your F&I manager signs off on every jacket.
| Deal | Missing | Route to |
|---|---|---|
| #QC1184 Alvarez [1] | Co-buyer signature, page 3 | F&I: Renee |
| #QC1201 Brandt [2] | Odometer disclosure not initialed | Sales: Tomas |
| #QC1177 Nguyen [3] | Proof of insurance expired Oct 1 | F&I: Renee |
One list of every contract waiting on a lender: how long, what is outstanding, and who is chasing it.
Showing 3 of 7 rows. Drafts are for a person to approve and send.
| Deal | Lender | Days | Status |
|---|---|---|---|
| #QC1190 [1] | Lender A | 5 | Waiting on funding |
| #QC1186 [2] | Lender B | 4 | Stip: proof of income |
| #QC1195 | Lender A | 2 | In review |
The assistant compares your DMS and CRM, proposes merges, and lists bad phone numbers and emails. Nothing changes until you approve.
Sample counts. A person approves every merge before it reaches the DMS.
Salespeople and advisors ask about a customer or vehicle in plain words and get the history from every system.
Access follows each person's role. Customer data stays in the dealership's systems.
Not just documents. Scans and photos are read with OCR. Phone calls are transcribed. Texts are included when you choose.
Most firms don't know AI can do this. Your DMS and CRM have been collecting customers for years. The assistant lines them up, merges duplicates, fixes formats, and flags what it cannot fix.
| Customer | Phone | |
|---|---|---|
| ALVAREZ, DIEGO | 7045550142 | [email protected] |
| Diego Alvarez | 704-555-0142 | (blank) |
| Brandt, Karen | (704) 555-O119 | kbrandt@ |
| Karen Brandt | 7045550119 | [email protected] |
| Tran Nguyen | 000-000-0000 | [email protected] |
| Sam's Landscaping | 7045550133 | [email protected] |
Messy rows: mixed formats, typos, duplicates, and blanks. Select After, or Replay, to watch it clean up.
It is a help to your whole team, not a replacement. Everyone on your team gets an assistant that knows the context of your work. People still make the calls.
Answers follow the access your DMS and CRM already enforce. People do not see what their role cannot open.
A manager can give a loaner role to a new hire or a fill-in for a set time. It ends when you say.
Sales, F&I, service, and the GM each see the slice of the index their work needs.
A record of who looked up which customer. It supports the written security program the rule calls for.
Nothing is hidden for this role.
| Time | Who | What |
|---|---|---|
| 09:02 | T. Webb, sales | Asked: service history, K. Brandt. 3 sources. |
| 11:48 | R. Cho, F&I | Opened deal jacket QC1184 |
| 14:20 | Admin | Added loaner role: fill-in advisor, until Friday |
Every question and every opened document is recorded. You can review it or export it.
You choose. Either way, it runs inside an environment you own. Pick one to see the diagram.
Systems are designed to support your duties under the FTC Safeguards Rule, including service provider oversight. You get a written security summary to put in your vendor file. Your qualified individual and counsel decide what the rule requires of your store.
From first call to a system your team uses every day. Four steps, and you can stop after any of them.
Free 30 minutes on your DMS, CRM, deal jackets, and service data.
We review those systems and how clean the data is. You get a written plan with phases, priorities, and a timeline.
We build what the plan lays out, such as deal-jacket review or DMS and CRM cleanup, one phase at a time.
Optional ongoing support for new connectors, updates, and help while you sell cars.
You pay your own cloud and model costs directly. We never mark them up or hold your infrastructure.
Book a 20-minute walkthrough. I'll show these pieces on your kind of data, and we'll talk about where the time goes.
I'm a solo consultant with hands-on experience leading enterprise AI search and assistant rollouts. You work with me directly.