The verdict in three sentences
A multi-brand dealership selling 900 new vehicles a year with three separate tools for sales, service and parts loses margin every time information changes hands. Major DMS platforms cost roughly USD 3,000 to 8,000 a month plus setup, and they are tuned for franchise workflows that do not always fit a multi-brand group in Miami. Custom software that unifies vehicle inventory, repair orders and the parts counter gives the dealer principal a view of profit by brand and by department.
Three tools, three versions of the truth
Sales tracks vehicles in a spreadsheet, the service lane uses a standalone shop app, and parts runs on an older inventory tool. The result: the dealer principal never knows in real time what a vehicle cost up to delivery, nor the true margin of fixed operations.
| Department | Volume (2026 estimate) | Current tool | Observed loss |
|---|---|---|---|
| New vehicle inventory | 260 units, worth USD 9 to 12 million | Spreadsheet | Units aged over 120 days with no alert, floorplan interest piling up |
| Sales | 900 units a year, 75 a month | Spreadsheet and paper deals | Discounts not approved, dealer fees forgotten |
| Service | 45 repair orders a day | Standalone shop app | Hours billed below hours clocked |
| Parts | 8,000 part numbers | Legacy inventory tool | 6 to 10 % of parts issued without billing |
| Warranty claims | 1,200 a year | Email and binders | Claims rejected for late submission |
| Customer relationship | 14,000 customer file | No dedicated tool | Service reminders never sent |
In a dealership, fixed operations often generate more than half of gross profit. Every unbilled hour and every part issued without a repair order hits the bottom line directly.
Market DMS or custom build
| Criterion | Major DMS platform | Kolonell custom software |
|---|---|---|
| Cost | USD 3,000 to 8,000 a month plus setup (2026 estimate) | 2,500,000 to 15,000,000+ FCFA (3,810 to 22,870+ EUR) depending on complexity |
| Multi-brand | Supported, often via costly add-ons | All your brands in one inventory |
| Service | Complete but standard | Repair orders, technician time clocks, photos |
| Parts | OEM catalogues | Your 8,000 part numbers, all brands, reordering |
| OEM integration | Native | Exports or connectors as each OEM allows |
| Maintenance | Vendor contract | 35,000 to 120,000 FCFA per month (53 to 183 EUR) |
Three budget levels: simple application (inventory and sales) 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR); mid-size (adding service and parts) 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR); complex (warranty, CRM, multiple rooftops, accounting integration) 7,000,000 to 15,000,000+ FCFA (10,670 to 22,870+ EUR). Hosting and OEM connectors are quoted separately.
Some manufacturers require their certified DMS for warranty and vehicle ordering. In that case, the custom software covers the other brands and consolidates every department's figures into one dashboard.
Modules and rollout order
Inventory and sales: each vehicle has its own record with VIN, landed cost (invoice, freight, port fees at PortMiami for imports, prep) and days in stock. Discounts above a threshold require dealer principal approval.
Service: vehicle check-in with photos, repair order, technician time clocks on tablets, labor and parts billed on the same document.
Parts: a part only leaves the counter attached to a repair order or a counter sale. Reorder points account for supplier lead times.
Customer relationship: service reminders by text, warranty expiry tracking and recall campaigns.
Mini case study
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Carlos, dealer principal of a multi-brand store in Miami, sells USD 2.4 million of parts a year. A stock count shows 7 % of issues are unbilled, or USD 168,000. By requiring every issue to be tied to a repair order, the store brings that rate down to 1.5 % and recovers USD 132,000 a year. In service, 45 repair orders a day with an average 0.3 unbilled hour each, at a USD 160 labor rate, represent USD 2,160 a day, about USD 540,000 over 250 working days. Recovering half of those hours adds USD 270,000 of gross profit.
What the dealer principal should check before signing
Ask which OEM data feeds can legally be connected and which must stay in the certified DMS, because that defines the scope more than any feature list. Check how floorplan interest is tracked per unit, since a vehicle aged 120 days can cost USD 600 to 1,000 in interest alone. Finally, start with service and parts if margin is the priority: unbilled hours and parts are recovered within the first quarter, while sales workflow changes take longer to settle.
FAQ
Can we keep the DMS an OEM requires?
Yes, the custom software handles the other brands and pulls figures from the DMS via export. The dealer principal sees 100 % of activity in one dashboard.
How long does it take to start?
Allow 4 to 6 months for inventory, sales and service, then 1 to 2 months for parts and CRM, including migration of 8,000 part numbers.
Will technicians clock in on tablets?
Clocking takes 2 taps per job. Equipped service departments see billed hours rise 10 to 15 % by month three.
Does the software calculate landed cost?
Yes, each vehicle accumulates invoice price, freight, fees and prep, so the true margin is visible before any discount.
How is access controlled?
Each role (salesperson, service manager, parts manager, management) sees only its screens, and 100 % of discounts and cancellations are logged.
Let's scope your project. Tell us about your brands and your service and parts setup, and we will propose a module-by-module rollout over 4 to 6 months. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
