Weekly Auto Dealership Report Template for Sales, Inventory, and Service

A dealership can have a CRM report, a DMS statement, an inventory export, and a fixed-operations dashboard while still lacking one useful operating read. Each source describes a department. The weekly management conversation needs to show what moved, which exception matters, and who owns the next decision.

The template below works for independent and franchised new- or used-vehicle dealerships because it does not assume one system or one definition of a healthy metric. The dealership names the approved sources, definitions, comparison periods, and thresholds first.

Keep the main report to one page

Use a one-page management summary with a supporting workbook:

1. Lead handling: new leads by source, response status, appointments, and aging or untouched leads when the CRM export provides those fields.
2. Vehicle sales: new and used units, delivered or booked status, and gross measures exactly as defined by the approved source.
3. Inventory position: units on hand, days in stock, aging bands, days' supply, turns, price changes, or appraisal exceptions only where the export supplies them.
4. Service and parts: repair orders, hours sold, technician or advisor measures, parts availability, fill rate, turns, and obsolescence only when the dealership's report defines them.
5. Customer and operating exceptions: open documents, delivery issues, unresolved service items, vendor changes, and material follow-ups from manager notes.
6. Decisions and owners: the small set of repricing, sourcing, staffing, customer, or process questions management needs to assign.

Map every section to a dealership source

Report section	Approved source	Freshness rule	Do not infer
Lead source and follow-up	CRM or lead-platform export	Through the report cutoff	Intent, quality, or contact outcome not recorded
Sales and gross	DMS or accounting export	Posted through the cutoff	Delivery, funding, or gross definitions
Vehicle inventory	Inventory or DMS export	Snapshot at run time	Availability, market value, or appraisal
Service and parts	Fixed-operations reports	Closed or open status at cutoff	Cause, capacity, or parts availability not shown
Operating commentary	Manager notes selected by the team	Submitted for the week	An explanation the manager did not document

If two systems disagree, show the conflict instead of quietly choosing the cleaner number. The first runs should also preserve the source's field names so management can reconcile the report without reverse-engineering a renamed metric.

A prompt for the weekly dealership report

Prepare our weekly auto dealership operating report from the CRM, DMS, inventory, service and parts exports, and manager notes I provide. Use the exact definitions and cutoff dates in those sources. Show lead follow-up exceptions, new and used sales, supplied gross measures, inventory aging, and the service and parts measures available in the files. Compare only with the approved periods I name. Cite the source field for each number, flag conflicts or missing data, and end with decisions and actions that need an owner. Never invent availability, price, gross, market value, customer intent, financing status, service capacity, or a cause. Return a one-page summary and supporting workbook privately for review.

The prompt is intentionally conditional. A store that does not track fixed absorption or a used dealer that does not separate new and used units should not receive a plausible-looking substitute.

Schedule the stable version

Reconcile the first report against every source and lock the cutoff, metric definitions, comparison period, and aging bands. Once the shape is dependable, save it as a scheduled task. Deck can prepare the same report on the cadence the dealership chooses and return the draft to the owner's inbox.

Management remains responsible for the explanation and action. A report can point to aged inventory, untouched leads, or a service exception; it should not decide a price, contact a shopper, make a financing judgment, or diagnose an operational cause that the sources do not establish.

Connect the report to your assistant's own inbox

The same assistant can prepare the work behind the exceptions from its own inbox. Forward a vehicle inquiry, service escalation, supplier notice, or missing-document thread and ask for a private summary or response draft. Deck works from the material the team deliberately shares rather than requiring standing access to the whole dealership mailbox.

The dealership email playbook covers that daily workflow. Marked website inquiries can also flow through Mailroom for private qualification and an owner-reviewed draft.

Enterprise dealerships and dealer groups can link multiple management email addresses to one assistant and give it an address on their own domain instead of @agent.hellodeck.ai. Sales, fixed operations, and leadership can use one recognizable internal handoff while keeping every report and draft private to linked users.

For the broader recurring-report workflow, see business reporting automation and the KPI scorecard template.

Get your Deck assistant and test the template on one reconciled week of dealership data.