Your commission structure, plain-English version of your Independent Contractor Agreement. The signed agreement always governs.
The Partner Pool — your commission
Every new dealership you source is a Partner-Sourced Dealer. You earn commission on Cash Collected — every payment the dealer actually makes to Dealership Accelerator — for 12 full months from their contract start: initial payments, renewals, upgrades, and add-ons inside that window.
Your rate
10% of Cash Collected — when you source the dealer, send them through the demo process, and the DA closing team signs the deal. This is the standard motion.
15% of Cash Collected — when you close the deal yourself end-to-end (signed agreement with no closing-team involvement).
How and when you're paid
Calculated monthly on all Cash Collected that month.
Paid by wire transfer within 10 business days after month end.
Every new rooftop, group addition, or referral from an existing relationship counts as a new dealer — its own fresh 12-month commission term.
If a past client comes back through you, that's a new term too.
Refunds (the honest part)
Clients have a 30-day satisfaction guarantee. If a dealer refunds inside 30 days, that commission reverses — recovered automatically against future payouts, never billed to you directly. Payments collected after day 30 are never clawed back.
Full legal terms live in your Independent Contractor Agreement — read it, sign it, keep a copy. Questions about a specific payout: bring them to Craig & Charity first.
Who You Report ToTeam Structure
Your chain, in one page.
Your direct leads — Craig & Charity
Craig and Charity run the partner channel. They are your day-to-day: every demo you set routes through their calendar, every lead you work gets logged to them, every question about process, pipeline, or a specific dealer goes to them first. They run the demos with your prospects, drive deals through collab and close, and keep your results tracker honest.
Chandler — Chief of Special Operations
Chandler builds and owns the machine — the sales process, the tools you're using right now, comp administration, and the partner program itself. You won't report to him daily; you'll feel his work everywhere. Escalations that Craig & Charity can't resolve, program-level questions, and payment administration land with him.
Practical rules
Pipeline question → Craig & Charity.
Program / agreement / payout administration → Craig & Charity first, Chandler if needed.
Never work a dealer another agent has active — check with Craig & Charity when in doubt.
Setting Up DemosCore SOP
The exact motion: conversation → booked demo → logged. Nothing counts until all three happen.
Step 1 — Have the conversation
Use the scripts. Your opener, discovery, and pitch live in the Demo Script (Type B), and every pushback answer lives in the Objection Hub. Your goal is simple: earn a yes to a 30-minute demo of Drive AI.
Step 2 — Book them on the demo calendar
Send them Craig & Charity's demo link and get it booked while you're still talking whenever possible:
A link sent without a booking is a lead half-worked — follow up until the time is on the calendar.
Step 3 — Log it, immediately
Enter the lead in your Agent Lead Tracker — name, dealer, date of the call, and status (Demo Link Sent with a follow-up date, or Demo Booked with the date & time).
Submit the results tracker to Craig & Charity — that's their record of which clients you sent demo links to, and it's what your work gets reconciled against.
Who runs it from there
Craig & Charity take the demo, run the process, and update your lead's story in the tracker. You report to them directly — check your tracker cards and stay on your follow-ups.
The DA Sales ProcessEnd to End
What happens to your lead after you book the demo — and why every stage exists. Know this cold; prospects trust agents who can narrate the road ahead.
Stage 0 — Pre-confirmation (before the demo)
Every booked demo gets confirmation texts and emails before the call — reminders that hold the slot and set expectations. Your part: tell the prospect these are coming, and if you spot a reply or a wobble ("might have to move it"), flag Craig & Charity immediately. Confirmed demos show; unconfirmed demos ghost.
Stage 1 — The Demo (30 min)
What it is: a live look at Drive AI ("Sarah") responding to leads in under 60 seconds, 24/7 — the fix for the response-time problem every dealer quietly has. Why it matters: this is where the prospect sees the math of their own lost leads and decides the problem is real. A great demo doesn't sell software; it sells the cost of their current process.
Stage 2 — The Collab (the LED review)
What it is: the second call — a working session where we present the dealer's Lead Efficiency Diagnostic: their own numbers, their process score, and the revenue sitting in their gaps, using the Collab presentation. Why it matters: demos create interest; collabs create decisions. This is where the deal is actually won, because it's built from the dealer's own data, not our claims.
Stage 3 — The Sync (if needed)
When a decision-maker was missing or the dealer needs a final alignment pass, a sync call closes the loop — shorter, decision-focused, gets the agreement signed. Not every deal needs one; stalled deals almost always do.
Why you should care past the demo
Your commission runs on Cash Collected for 12 months — the further your lead travels, the more you earn. Reading the story updates on your tracker cards tells you exactly where each deal stands.
Demo Script — Type BConfirm & Prep
Pick your scenario, follow the steps, use the routing at every fork. Green boxes are spoken word-for-word; bracketed lines are stage directions.
1Opener
(Phone) “Hey [First Name], this is [Your Name] with Dealership Accelerator — you’ve got a call on the books with us on [Day] at [Time]. Just wanted to connect real quick before that… did I catch you at an okay time?”
(Zoom) “Hey [First Name], can you hear me and see me alright?”
[If camera off]: “Cool, I can hear you, but can’t see you.” Let them confirm.
“Perfect — pleasure to meet you, [First Name]. We’ve got some really cool stuff to get into today — ready to dive right in?”
Routing✅ Good time → Step 2❌ Bad time → “No worries at all — when’s a better window for a quick five minutes? Just want to get a couple things squared away before [Day].” Schedule and end.
“Hey [First Name], can you hear me and see me alright?”
[If camera off]: “Cool, I can hear you, but can’t see you.” Let them confirm.
“Perfect — pleasure to meet you, [First Name]. We’ve got some really cool stuff to get into today — ready to dive right in?”
Routing→ Step 2 (Zoom version)
2Set the Frame
“Awesome. So this call is real quick — couple questions on my end to learn a little about your store, and then the main thing is making sure you’ve got the demo and the LED Calculator in hand before [Day]. That way when you get on with [Closer Name], everything’s built around your actual experience and your real numbers.”
“Sound fair?”
“Cool so today’s call is really simple. First thing is getting you set up with the demo — that way you can experience the system from the perspective of your leads. We’ll also take a bit of time to learn about your store and how you’re currently handling leads.”
(pause)
“From there, if everything checks out, we’ll book you in for a review call with one of our account executives. No two stores are identical so the review call is there to break down how the program works, but also how it solves specific gaps you may or may not realize are there. That way we’re not talking in generalities — just specifics. The LED Calculator you would have already received is what feeds that whole conversation.”
“Any questions before we get started?”
Routing✅ They agree → Step 3: Discovery
3Discovery
“Sounds good. So I’m curious… where did you hear about us?”
[Let them answer.]
“Got it… and what had you looking into possible help with follow-up?”
[Let them answer.]
If they’re vague — mirror & expand
“I think I’m following… generally when people say [their words] that can mean different things to different people. What do you mean by [their words]?”
[Let them expand. Pause.]
“Okay… how long has that been going on?” … “And have you tried anything in the past to help with that?”
Routing✅ Tried something → branch A❌ Nothing tried → branch B❓ “What do you guys do?” → Problem Statement
A — They’ve tried something
“Okay so what did you end up doing?” … “And what happened with that… did it help or did it kind of just…?” … “So it sounds like you’ve taken a run at this before and it either didn’t stick or didn’t get you where you needed. That’s actually really helpful context for [Day].”
B — Nothing tried
“Got it — so this has kind of just been one of those things that everybody knows is a problem but nobody’s really had a solve for.”
Problem Statement (if they ask what we do)
“You know how most dealerships generate plenty of leads, but after the first couple weeks… reps get overwhelmed, follow-up breaks down, and older leads just kind of dry up in the CRM? And because of that, stores are paying for leads they never really work, missing buyers who are shopping nights and weekends, dealing with no-shows, and basically starting over every month?”
“Does any of that connect with what you’re seeing right now?”
[They’ll almost always say yes and expand.]
“So what the system does is remove the human bottleneck by installing a closed-loop follow-up system that works 24/7, keeps every lead alive long-term, and creates a compounding pipeline instead of a monthly reset. That’s really what the demo is designed to show you — but we’ll get to that in a sec.”
Current process (all branches land here)
“So just to round this out — walk me through what actually happens right now when a fresh internet lead comes in at the store.” … “Okay… and what about after hours? Like nights, weekends — how does that usually get handled?” … “Got it. And then the older stuff — the 30, 60, 90-day leads… what tends to happen with those?”
(Role unknown) “So what’s your actual role there — and more specifically, are you the one overseeing the lead process day to day, or is that something that kind of lands on your desk whether you want it to or not?”
(Role known) “So as the [their role] — are you the one actually overseeing the lead process day to day, or is that more something you’re trying to get a handle on from above?”
💡 Training noteIf they haven’t shared their role, the first version learns their title naturally without sounding like a qualifying checkbox.
4LED Calculator
“So… the two things that really make that review call worth showing up to.” (pause) “First one — the LED Calculator. That would have gone out to your email when you booked. Did that come through on your end, or should I resend it?”
Routing✅ Got it + completed → Debrief📧 Got it, not done → Explain & commit🔄 Didn’t receive → Resend
✅ DONE — debrief
“Oh nice — ahead of the game. Most people haven’t gotten to it by this point.” (pause) “Was there anything in those numbers that caught you off guard… or anything that kind of just confirmed what you already knew?”
[Note whatever they say — the Closer will use this.]
“Yeah… that’s usually the part that hits. That’s exactly what gets unpacked on [Day] — where it’s coming from and what’s actually fixable.”
📧 NOT DONE
“Understood, all good. What it does is it takes your store’s numbers — lead volume, response times, close rates — and shows you exactly where leads are falling off and the revenue impact from that. You’ll see three tiers — conservative, expected, and aggressive — and on the review call you get to decide which number to use as the benchmark.”
“It’s about five to seven minutes. Most people like to knock it out while they’re thinking about it… others prefer to get it done a little bit later if they need to look up their numbers. What works better for you?”
🔄 RESEND
“No problem — what email do you have on file? I’ll get that resent right now.”
5Demo Activation + Partnership Frame
“Okay so… the second piece, and this is the one that tends to make the biggest difference before [Day].” (pause) “What’s going to happen is I’ll send a link to your phone right now. It’s a quick start guide for the demo — takes about two minutes to read through. Once you’ve read it, there’s a button at the bottom that launches the demo. That’s when Sarah starts texting you like you just submitted a lead at a dealership.”
“The main thing is: don’t treat it like 20 questions. Talk to her like she’s a real person and you don’t know it’s AI. That’s where it really clicks.”
“What’s the best cell to send that to?”
[Get number → trigger demo → SMS goes out with the Quick Start Guide link.]
💡 Training noteThe Quick Start Guide page does the heavy lifting — instructions, limitations, commands. Your job: link on their phone, plant the “talk to her like a real person” seed, make sure they read before launching. Don’t over-explain.
Partnership frame (before Step 6)
“The way our team runs that review call, it’s less of a pitch and more of a working session. They’re going to dig into your LED numbers, map out how the system fits your store, and put a real plan together. When people have gone through both beforehand, the whole conversation just moves different.” (pause) “We’ve actually learned the hard way that running that call without both done just doesn’t work — for us or for you. So if anything comes up and you can’t get to them beforehand, just let us know and we’ll move the call. No issue at all.”
6Decision-Maker Discovery
“Alright… last thing before [Day].” (pause) “On the call, the team is going to walk through your LED numbers, how the system would get set up at your store, what the first six months look like… and then it’s really just a matter of deciding together if it makes sense.”
“When it comes to changing how every internet lead gets worked and the income that comes with that… who else on your side would typically need to be part of that conversation? Is that the Owner, DP, GM… who is that for you?”
Routing👥 Names an Owner/GM/GSM → 6A🙋 “Just me” → 6B
6A — Another DM named
“Got it, so you and [Owner/GM] would both weigh in on that. What usually works best is having [Owner/GM] on the call too — that way the numbers and the plan are in front of everyone at once and nobody has to relay it secondhand. Is there any reason they couldn’t join you on [Day] at [Time]?”
Routing✅ Can join → get their email + send the demo to their cell → Step 8📅 Can’t make it → “What does [Owner/GM]’s schedule look like in the next 48 hours?” — rebook with both → Step 8⚠️ Won’t join → objection handle below
⚠️ Objection — Owner/GM won’t join
“Yeah… totally get that, they’ve got a lot going on.” (pause) “Just want to be upfront so nobody’s time gets wasted — what tends to happen when the person who ultimately says yes or no isn’t on the call… it turns into a lot of back-and-forth, and honestly most of the time nothing ends up changing. If [Owner/GM] can’t carve out 20, 25 minutes to look at the numbers and plan together… that usually just means it’s not a top priority right now. And that’s completely fine. So really there’s two options: one — find a time where you can both get on with [Closer Name]. Or two — hit pause, the LED summary gets sent over, and whenever it moves up the list… pick it back up then. Which one feels more realistic?”
Routing📅 Finds a time → Step 8🌱 Insists solo → LED summary sent, move to nurture
6B — “Just me”
“Got it.” (pause) “And just so I understand how things usually work there — when it comes to changing the lead process and the spend that goes with it… are you the one who gives the final green light, or does someone else typically need to sign off?”
Routing✅ “I sign off” → they’re the DM → Step 8👥 Names someone → back to 6A
7Pull Forward (optional — collab 48+ hrs out)
Only if the collab is 48+ hours awayWithin 48 hours? Skip straight to Step 8.
“You know what… based on what you’ve shared, this doesn’t really sound like a ’nice-to-have’ thing.” (pause) “If you’re able to get through the LED Calculator and spend some real time with the demo beforehand… there’s actually a spot open on [Earlier Day/Time] if you’d rather not wait until [Original Date]. Would getting into it sooner make more sense if everyone’s schedule lines up?”
Routing✅ Earlier works → move the call, update CRM → Step 8📅 Keep original → Step 8
8Close the Loop
“Alright… so just to make sure everything’s lined up: you [and Owner/GM] are set for [Day], [Time], [TZ] with [Closer Name].”
(LED done) “The LED Calculator is done so that’ll be the starting point on [Day].” (LED pending) “The LED Calculator is the one thing that really needs to get knocked out before [Day] so the call is built around real numbers — not guesses.”
“The demo link is on your phone [and going out to [Owner/GM]’s phone] — read through the Quick Start Guide and then launch it when you’re ready. Spend some real time with Sarah. The more you put in, the more [Day] is going to click.” (pause) “How’s timing looking on your end to get through both before [Day]?”
Routing✅ “No problem” → sign off⚠️ Hesitation → reinforce the partnership frame, then sign off
How Your Team Works With AIRep Handbook
Sarah handles volume and persistence. Humans handle trust and closing. This is the whole operating manual for that split.
01 · The big picture
AI isn’t taking anyone’s job. Sarah (your dealership picks its own name) handles all SMS follow-up for internet leads — responding within 60 seconds, 24/7, and following up for 12+ months, far beyond the industry’s 21 business days. Your reps are still the engine: they build trust, confirm vehicles, read the customer, and close. Sarah is your rep’s assistant, not a replacement — she makes sure no lead ever falls through the cracks.
💡 Key principleSarah is your rep’s assistant — not “the AI” or “the system.” Reps introduce her: “My assistant Sarah has been keeping in touch with you…” She amplifies the rep. She does not replace them.
02 · Who does what — clear lanes, no overlap
Sarah (AI)
Handles volume & persistence
Responds in <60 sec, 24/7
Handles ALL texting to leads
Creates tasks when a lead is ready
Follows up 12+ months
Sends appointment reminders
Keeps leads engaged between calls
Reps (BDC / Sales)
Handle trust & closing
Call leads when tasks appear
Confirm appointments by phone
Mention Sarah by name on calls
Update Sarah after every call
Book real appointments in CRM
NEVER text leads directly
Managers
Handle accountability
Ensure tasks completed daily
Monitor task completion %
Hold reps to the process
Review weekly KPIs
Escalate to DA support
Champion adoption store-wide
⚠️ The one hard ruleReps should NEVER text leads. Sarah owns all texting; reps own the phone. When both stay in their lane, leads don’t get confused and engagement stays high.
03 · The lead lifecycle, A to Z
1Lead enters CRM
From any source — website, Cars.com, AutoTrader, CarGurus…
2Sarah engages in <60 seconds
24/7 — nights, weekends, holidays. Qualifies, builds rapport, suggests times. Keeps the lead on their phone so when your rep calls, they answer.
3Task or appointment created
When the lead is ready for a human, the rep gets a text: who to call, why, the number, and a link to close the loop. No dashboards.
4Rep makes the call
Phone only — the AI already handles text. Mentions Sarah by name. Confirms availability. Books if ready. Reads the customer.
5Rep closes the loop
Taps the link. Chooses BOOK, INSTRUCT, or MARK. Gives Sarah: Context + Instruction + When.
6Sarah confirms & continues
Within 2–3 minutes Sarah texts what she’ll send and when. Adjust if needed. Then she owns follow-up — until they buy or opt out.
04 · Your two modes
🛡 Defensive Mode — first, always
📱 Task or appointment arrives — who, why, number, link
📞 You make the call (never text; mention Sarah)
📋 Determine the outcome — that’s your context
✅ Close the loop — BOOK / INSTRUCT / MARK + the three things
🔄 Sarah confirms and takes it from there
⚔️ Offensive Mode — once tasks are clear
✅ Confirm zero open tasks — defense done
📞 Call leads freely — any lead with no open task, no overlap risk
📝 Tell Sarah what happened — Context + Instruction + When
🚀 Sarah follows up forever — months, until they buy or opt out
🔔 They respond → new task → back to defense
💡 The golden ruleDefensive first, always — tasks are engaged leads waiting on you, your highest-leverage opportunities. Then go on offense. After every call: close the loop.
05 · Daily priority order
#1Tasks first — DEFENSIVE
Engaged leads waiting on you right now — likely still on their phone. Call immediately. Highest-leverage activity of the day.
#2Confirm appointments — DEFENSIVE
Call each upcoming appointment: introduce yourself, confirm the vehicle is still available, build rapport before they arrive.
#3Call leads freely — OFFENSIVE
Tasks and appointments handled? Call anyone. No open task = safe, no overlap with Sarah. After every call — update her.
06 · Closing the loop — the habit that makes everything work
📋
Context “Called client — no answer, left voicemail.”
💬
Instruction “Follow up to see if they got my message.”
🕐
When “Tomorrow morning at 10AM.”
🎯 Context + Instruction + When = a perfect prompt. Your input = Sarah’s output.
✅
BOOK They agreed to come in. Enter date/time — Sarah runs reminders (day before, morning of, hour before) and no-show recovery.
💬
INSTRUCT Tell Sarah what’s next: “Follow up Tuesday.” “Send OTD numbers.” “Left VM, try in 2 hours.”
📋
MARK After an appointment: show or no-show? No-shows get auto-recovery with a one-click reschedule link.
✗ Bad note (status update)“Waiting to find out payoff on vehicle. She doesn’t know what it is. Also needs 8-9 passenger vehicle.”
→ Sarah sends a generic “What are you shopping for?” — erasing all progress.
✓ Good note (command)“Spoke with Jennifer — waiting on payoff for her Wagoneer. Needs 8-9 passenger, looking at Suburban. Reach out tomorrow morning, say Steve is working numbers, ask about the payoff info.”
→ Personal, relevant, deal keeps moving.
07 · What to say when calling an internet lead
General: “Hi, this is [Rep] from [Dealership]. I know Sarah has been reaching out to you — I just wanted to check in and see how I can help.”
Task-based: “Hey [Lead], it’s [Rep] from [Dealership]. Sarah mentioned you wanted to lock down a trade value on your [Vehicle]. Can I confirm some details and get you that number?”
Appointment confirmation: “Hi [Lead], this is [Rep] from [Dealership]. I see you have an appointment on [Date]. Wanted to personally confirm — the [Vehicle] is still here and I’ve got it ready for you. Anything you want prepped before you come in?”
Adapt to your own wordsThe key: always mention Sarah, so the lead knows your call connects to the text thread they’ve been having.
08 · Why this works — the numbers
96 days
Average time a used-vehicle buyer is in-market (Cox). Most dealers follow up 21 business days.
<60s
Sarah’s response speed, 24/7. Industry average: 47 hours.
56%
Of all leads arrive after business hours (NADA). Without AI they wait until morning.
100x
Leads contacted within 5 min are up to 100x more likely to convert than at 30 min (InsideSales).
75 days
The uncontested gap between the 96-day buyer window and the 21-day dealer average. Where DA wins.
0
Ghost appointments. Every appointment requires a rep call + confirmation.
📈 The compounding effectA dealer getting 300 leads/month has 1,300–1,600 in active nurture by Month 6, vs. 300–400 on traditional CRM follow-up. 400%+ more engagement — same team, same lead flow. “Dead” leads still converting months later.
09 · The parachute rule
The end-of-day ruleMid-deal, Sarah stays out — you’ve got it. But if you leave for the day without the deal advanced — no appointment, no commitment, just open threads — close the loop before you go, timed slightly past your own planned follow-up. Best case you beat her to it; worst case you get slammed and she catches the ball. She’s your safety net, not your replacement.
10 · Quick reference — print for every BDC desk
Action
Why
Turn off auto-texts
Before launch — Sarah handles all texting now
Reps stop texting leads
Two text threads = confused leads = lost engagement
Do tasks first (DEFENSIVE)
These leads are engaged and waiting on you right now
Confirm appointments
Verify vehicle availability; build rapport before arrival
Then call freely (OFFENSIVE)
No task = safe to call, no overlap with Sarah
Mention Sarah on calls
“I know Sarah reached out…” connects rep to the AI thread
Update Sarah after EVERY call
Context + Instruction + When = perfect follow-up
Never remove leads from AI
Sarah follows up forever. Removing = lost pipeline.
Use the End-of-Day Rule
Close the loop before you leave. Sarah is your safety net.
Close CRM GuideQuick Start
How to add leads, send LED forms, create notes and tasks, and book meetings in Close — the DA way. Click any step to expand.
01Adding a New Lead
Before you do anything in Close, get your contact information ready — name, email, and phone from your tracking sheet or source file.
Get your contact info ready (name, email, phone) from your tracking sheet.
Click Leads in the left sidebar.
Click the + button in the top-right corner.
Enter the dealership name (company field). Unsure of spelling? Add what you have, correct after.
Enter the contact name (first and last).
Click Create Lead.
TipUnsure of the dealership name? Open a new tab, search the dealership, and copy the name or URL directly from their website. Paste into Close so you have the right one.
02Adding Contact Details
On the lead page, scroll the left side to Contacts.
Click the contact’s name.
In the Details tab, paste their email.
A new field appears — paste their phone number.
Click Save.
03Assigning Yourself to a Lead
Assign yourself as owner right after creating the lead — activities, notes, and tasks all link through this.
On the lead page, click Opportunities (left-side white box area, not top nav).
Click Add an Opportunity.
Under Contact, assign the person you just added.
Click Save.
Do not skip this stepWithout the Opportunities assignment, the lead isn’t linked to you. Tasks, notes, and follow-ups all depend on this ownership.
04Editing Lead Information
Change the dealership URL:
Hover the About section near the top.
Click Edit.
Delete the old URL, paste the correct one (copy from their website).
Click out or press Enter.
Change the lead name:
Click the three dots next to the lead name (under the URL).
Click Edit Name.
Update — use proper capitalization.
Click out or press Enter.
05Sending the LED Form
The LED Form is how we qualify prospects. Send it via email template directly from Close.
On the lead page, click Email (beside Book Meeting and Note).
Click Choose Template on the right.
Scroll to the bottom of the template list.
Select “Send LED Report Link” — not “Send LED Results”. You want the link, not the results.
Type a short, custom message in the body.
Update the subject line if needed.
Click Send — or the arrow next to it to draft/schedule.
Keep it short“Hey [Name], here’s that form we talked about. Should only take a few minutes. Let me know once it’s done.” That’s all you need.
Follow-up automationClick the arrow next to Send to set an automation — if they don’t reply by a set time, Close reminds you to follow up. Nothing falls through the cracks.
06Viewing LED Form Results
Open the lead in Close.
Scroll the left side to Custom Fields.
The completed LED Form appears as a URL there.
Click it to view their numbers.
To share: three dots next to “LED Report” → Copy.
LED link shortcutGrab the link from the three-dots menu even before it’s completed — for sending via text or another channel.
07Creating Notes
Notes document what happened, the next step, and when — timestamped so the whole team sees the history.
On the lead page, click Note.
Use @ to tag yourself or a teammate — triggers a notification.
Write it: what happened, next step, when.
Click Done.
✓ Good note@Ian — Sent LED form today. Said he would complete it Saturday. Follow up Monday if not done.
✗ Bad noteSent form. Waiting.
Notes vs. tasksA note documents what happened. A task queues what happens next. Note first for documentation, then a task for the follow-up action.
08Filtering & Viewing Notes
Go to Activities in the left sidebar.
Click Notes at the top.
Click Add Filter → Created By.
Set “Any of” → choose your name.
Click Done — the filter auto-saves.
One-time setupConfigure once; Activities → Notes then always defaults to your view.
09Creating Follow-Up Tasks
On the lead page, click Tasks → Add Task.
Write a clear description — “Check if LED was completed.”
Set priority (High if time-sensitive).
Make sure you are the assignee.
Set the date and time it should surface.
Add the contact (critical when a lead has multiple contacts).
Click Create.
Be specificDon’t write “follow up.” Write the actual action: “Check if LED was completed,” “Call to confirm vehicle availability,” “Send pricing breakdown.” Clearer task = faster execution.
10Managing Your Task Inbox
Your task inbox is your daily command center.
Click Inbox in the left sidebar → Tasks.
Use the toggle: Inbox (due now) · Future (upcoming) · Done.
Click a task to act — call directly from it if a contact is assigned.
When done, click the checkmark.
Daily workflow1 — Work everything in Inbox first. 2 — Check Future for today/tomorrow. 3 — After each call: mark done, create a note. 4 — New follow-up needed? New task, future date.
11Booking Meetings
Use Google Calendar — Close’s built-in booker lacks Zoom integration and activity logging.
Open Google Calendar (DA + conflict calendars synced).
Click the date and time.
Title it — “Collab Call - [Dealership]” or “LED Review - [Name]”.
Switch video conferencing from Google Meet to Zoom.
Add the prospect’s email under Guests.
Click Save — the invite goes out automatically.
Sync your calendarsPersonal, work, DA — all in Google Calendar so availability is accurate and you never double-book. Outlook? Add it to Google Calendar.
Always select ZoomGoogle defaults to Meet. Manually switch to Zoom every time — check before saving.
12Quick Reference Card
Action
How
Add a new lead
Leads → + → dealership + contact name → Create Lead
Add contact details
Contacts → Details tab → email, then phone → Save
Assign yourself
Opportunities → Add Opportunity → assign contact → Save
Send LED Form
Email → Choose Template → Send LED Report Link → customize → Send
Edit lead name
Three dots by name → Edit Name → update → Enter
Edit lead URL
Hover About → Edit → paste correct URL → Enter
Create a note
Note → @ tag → context + next step → Done
Filter notes
Activities → Notes → Add Filter → Created By → you → Done
Google Calendar → new event → title → switch to Zoom → guests → Save
Questions?Reach out to your Dealership Accelerator account manager · dealershipaccelerator.io
Closing the LoopCore Skill
The number one reason notes go wrong isn’t laziness — it’s misunderstanding what closing the loop actually is. Fix the mental model and everything else follows.
Start here — the mental shift
✗ How most reps think about it“I’m updating the AI with where the deal stands. I’m logging what happened so there’s a record.”
This treats the note like a CRM log — a status update for a manager or future-you.
✓ What it actually is“I’m giving a command to a team member who is going to send a text message on my behalf.”
Every note triggers an action. No clear command → the AI guesses — and it will sound wrong.
Think of it like thisYou’re not leaving a sticky note on your own desk. You’re handing instructions to a coworker and walking away. Vague instructions → something confusing happens. Clear instructions → exact execution, and you never think about that lead again until it matters.
No lead is a dead horse
Can’t buy right now — bad credit, no down payment, waiting on a spouse or a bonus? Move on. But moving on no longer means losing the lead. The AI chases them for as long as it takes and only brings them back when there’s something to work with.
$0
Cost to keep a lead warm for 1 year
0 hrs
Your time spent chasing until they’re ready
∞
Leads you can have scheduled for future engagement
Every future follow-up command stacks the deck for future you. This is how a pipeline compounds.
Every note needs three things
1
Context What happened? What did they say? What’s their situation?
2
Instruction What should the AI do? What message? What action?
3
Time & Date When? Be specific — a date, a day, a timeframe.
Miss one and the AI guessesIt picks its own time, crafts its own message from whatever you wrote, and sends it. That’s how you get robotic messages, repeats, or questions the lead already answered.
From task to closed loop — six steps
1You receive a task
A notification arrives — the AI made a commitment on your behalf or the lead replied. They’re likely still on their phone right now. Highest-leverage moment to call.
2Make the call — phone first, always
Don’t text; the AI owns text. Your job is the human touch: voice, rapport, reading the situation. Calls give you outcomes; outcomes feed the AI.
3Determine the outcome
Ready to come in · needs time · didn’t answer · dead for now · already bought. Whatever happened — that’s your context.
4Close the loop with a command
Widget or text link. Write as a command to a coworker, not a diary entry: context + instruction + timing. Submit. Task goes green.
5Review the action summary
Within 2–3 minutes you get a text showing exactly what the AI will say and when. Sounds wrong? Tap and change it. Sounds right? Do nothing.
6Forget about the lead
Seriously. The AI owns the follow-up. You hear about this lead again only when there’s something to act on. Go sell to someone ready right now.
The parachute rule — active deals
Mid-deal — texting back and forth, waiting on numbers, running credit? You don’t need the AI. Don’t close the loop mid-conversation. But what if you get pulled away — a road test, a walk-in, line one, you’re sick tomorrow?
The end-of-day ruleLeaving without the deal advanced — no appointment, no commitment, open threads? Close the loop before you leave, timed slightly past when you plan to follow up yourself. Best case: you follow up first and re-close with new info. Worst case: you get slammed and the AI catches the ball. You’re not relying on the AI — you’re giving yourself coverage.
Real examples — notes that work vs. notes that break things
✎Waiting on trade payoff numbers
✗ What gets written“Waiting to find out payoff on vehicle. She doesn’t know what it is. Also needs 8-9 passenger vehicle.”
→ The AI sends: “Hi Jennifer, I’d love to help you find the right vehicle! What are you shopping for?” — erasing all your progress.
✓ The command version“Spoke with Jennifer — waiting on payoff for her Wagoneer to determine new vs. used. Needs 8-9 passenger, looking at a Suburban. Reach out tomorrow morning, let her know Steve is working on numbers and ask if she got the payoff info.”
Context ✓ Instruction ✓ Time ✓
✎Customer purchased a vehicle
✗ What gets written“Sold. Purchased 26 Wrangler on Friday.”
→ Loop technically closed — repeat buyer abandoned. Lost forever.
✓ The command version“Timothy purchased a 2026 Wrangler Sport Friday — his first Jeep. Repeat buyer, upgrades every couple years, suspects a Rubicon eventually. Reach out in one year — Wranglers holding strong trade value, see if he’s ready.”
→ Your store reaches him first, 12 months out, zero effort in between.
✎Can’t get approved right now
✗ What gets written“Credit too low. No co-signer. Can’t approve.”
→ They still need a vehicle. A competitor catches them in 6 months.
✓ The command version“Called Jacob — credit low 400s, no co-signer. Drives a 2022 Ram 1500 Laramie in arbitration over drive axle issues. Wants another Laramie. Reach out in six months — ask if credit improved and he’s ready to look.”
→ His truck will break. His credit will improve. You’ll be there first.
✎Called, no answer
✗ What gets written“Called and texted, no answer.”
→ No instruction, no timing. Generic message goes out immediately.
✓ The command version“Left voicemail for Sarah at 2pm about the 2025 Compass — interested in Limited trim with tow package. Reach out tomorrow at 10am, mention Steve called, ask if she has questions about the Compass.”
→ Different time of day. Specific vehicle. References the call. Sounds human.
✎Just bought — still at the store
✗ What gets written“We made a deal and are putting them in a Rubicon. Loves. Still here at store.”
→ The AI messages them while they’re sitting in your showroom. Bad look.
✓ The command version“Bryce purchased a Rubicon today — very happy. Reach out in 2 hours once he’s home, ask how the experience was, ask for a Google review, and flag the Stellantis survey.”
→ Perfect timing. Feeds service + CSI. Captures the moment.
Your two tools
📱 The Text Link
Best for: responding to task notifications. The task text comes with a link — tap, write, submit. Fastest way to close the loop right after a call from the floor.
💻 The CRM Widget
Best for: proactive commands with no open task — after a call you initiated, or to queue follow-up on a lead you’re working. Copy the lead name + number in, write the command, submit.
The action summary — don’t skip itEvery closure → a text in 2–3 minutes with the planned message and send date. Last chance to catch something off. Good? Do nothing. Off? Tap and adjust — 10 seconds.
Appointments: marking show / no-show closes the loop too
✓ They showed — mark itThe AI follows up asking how the visit went, requests a Google review on a positive reply, logs the sale if they bought. Runs itself.
✗ No-show — mark itThe AI re-engages and reschedules automatically — recovering appointments that would be lost. Marking is non-negotiable: without it, no confirmation or recovery sequences, and show-rate data goes unreliable.
Stacked tasks & the 30-minute rule
Two or three tasks on one lead isn’t a bug — the AI kept the conversation going while waiting on you. Close the most recent task with a quality command and the older ones clear automatically. Frequent stacking is a signal loops sit open too long — the target is closing within 30 minutes of the task, while the lead is still on their phone.
Why this matters
The old wayYou work a lead. Not ready. Into the pile. Pile grows. You forget. Six months later they buy from the dealer down the road who caught them at the right time. Your work, someone else’s commission.
The new realityYou work a lead. Not ready. Loop closed with a future command. The AI reaches out in six months — extends automatically if they need more time. When they’re ready: one task, one call, one close. No chasing. No pile. No leads lost.
“You’re only going to be involved when it’s time to talk to a buyer.” The entire point of this system.
Tear-off: before you submit any note
📋
Did I say what happened? — Context
🎯
Did I say what to do? — Instruction
📅
Did I say when to do it? — Time & Date
All three yes → submit. If not → rewrite it as a command.
Lead Tracker — How To Use ItTutorial
Two minutes, then it's muscle memory.
The rule
If you worked a lead today, it's in the tracker today. The tracker is how your work becomes visible, how Craig & Charity pick up your leads, and how your commission trail starts. Unlogged work is invisible work.
Fill the four fields: Lead name · Dealer name · Date of initial call · Status.
Status decides the fifth field: Demo Link Sent → enter your next follow-up date. Demo Booked → enter the demo date & time from the Calendly booking.
Hit + Log Lead — watch for ✓ saved.
The card & the story
Every lead becomes a card. From there, Craig & Charity own the story: they mark what actually happened — Demo Booked, Demo Showed, No-Show, Collab Booked, CLOSED WON, or Dead — and every change is stamped into the card's history with who and when. You can add notes anytime (+ note) — context from your follow-ups belongs there.
Reading your pipeline
Orange (Link Sent) — yours to chase; the follow-up date is your to-do list.
Lime (Booked) — on the calendar; confirm-and-hold mode.
Green (Showed / Closed) — moving; watch the story.
Red (No-Show / Dead) — recover or release; ask Craig & Charity before re-engaging a Dead.
Metrics and payouts get wired onto this data next — accuracy now is money later.
Agent Lead TrackerLive
Log every lead the moment you work it. Craig & Charity build the story from here. How to use this →
Your pipeline
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Downloads & Embedded ToolsSelf-Contained
Everything lives inside this one file — buttons below decode and open/download on the spot.
Sign & submit
Independent Contractor Agreement
Download, review, sign, return with your W-9 and wire details.