AutoLot Pro — User Guide

📋 User Guide & Feature Reference

AutoLot
Pro

Easy to manage. Profitable to own.

The complete Dealer Management System for independent used car dealers — built on WordPress, owned by you. Manage inventory, track costs and profit, handle leads, run your sales team, and analyze your business without paying monthly platform fees.

Explore Features → Quick Reference

∞ Vehicles

7 Core modules

$0 Monthly fee

100% Your data

What's included

Everything a dealer needs

AutoLot Pro ships with seven fully integrated modules. Every feature works out of the box — no add-ons required for core functionality.

🚗

Inventory Management

Full vehicle records with specs, pricing, status, and photo gallery. Bulk import and export via CSV.

Year, make, model, trim, VIN
Price, mileage, transmission, fuel type
Multi-photo gallery with carousel
Available / Pending / Sold status
Bulk CSV import & export
Location tracking per unit

💰

Cost Entries

Log every dollar spent on each vehicle — acquisition, transport, repairs, fees. Totals calculate automatically.

Cost types: Acquisition, Transport, Parts, Service, Fees, Other
Vendor, date, reference number
Qty × Unit Cost + Tax + Fees formula
Auto-recalculates on save, trash, restore
Costs grouped by type per vehicle

🔧

Work Orders

Full service ticket system with parts, labor, and markup calculation. Track cost vs retail on every job.

Parts line items with qty + unit cost
Markup: percentage or flat dollar
Labor hours × rate
Status: Open / In Progress / Done / Closed
Total cost vs total retail summary

📈

Profit & ROI Tracking

Every vehicle shows live profit and ROI calculated from sale price minus total invested. No spreadsheet needed.

Profit = Price − Total Costs
ROI = Profit ÷ Investment × 100
Color-coded: green positive, red negative
Sortable admin columns
Recalculates on every save

📨

Lead CRM

Website enquiries are captured automatically, assigned to agents, and tracked through a full pipeline.

Website form → lead created instantly
Round-robin auto-assignment to agents
Status pipeline: New → Contacted → Negotiating → Closed / Lost
Agent notes per lead
Email notification to dealer on new lead
WhatsApp & Call buttons on every listing

👥

Sales Agents

Build your sales team with individual commission settings, performance tracking, and lead assignment.

Add agents directly from plugin (no WP user-new)
Commission: % of sale or flat $ per deal
Per-agent effective date & notes
Leaderboard with sold, revenue, commission
Active / inactive toggle

📊

Dashboard & Reports

Business owner dashboard with period filters and a fully printable report — no formatting needed.

Period filter: 7d / 30d / 90d / YTD
Profit by month bar chart (6 months)
Inventory aging: 0–30 / 31–45 / 46–60 / 61+ days
Agent leaderboard
Recent leads with status
One-click printable PDF report

🌐

Public Inventory Website

Your inventory displays beautifully on your WordPress site with filters, search, and mobile-optimized vehicle pages.

Shortcode Available 2022 Ford Mustang EcoBoost $29,800 10,250 mi Sold 2017 Honda CR-V EX $19,900 93,000 mi Sold 2019 Volkswagen Jetta SE $15,900 70,000 mi Available 2020 GMC Sierra 1500 SLT $38,900 48,000 mi Sold 2018 Dodge Charger SXT $19,900 82,000 mi Available 2021 Mazda CX-5 Touring $25,900 36,000 mi Pending 2016 Ford Focus SE $10,900 101,000 mi Available 2017 Chevrolet Tahoe LT $31,900 99,000 mi Available 2019 Kia Sorento EX $20,900 65,000 mi Pending 2018 Subaru Outback Premium $15,400 78,000 mi Sold 2020 Hyundai Santa Fe SEL $23,900 54,000 mi Available 2015 Toyota Camry SE $11,900 112,000 mi on any page
Filter by make, body type, price range
Sort by newest, price, mileage, year
AJAX load more (no page reload)
Single vehicle page with gallery carousel
Similar vehicles section

Getting started

Up and running in 4 steps

Install the plugin

Upload the plugin folder to /wp-content/plugins/, activate from wp-admin. Flush permalinks by visiting Settings → Permalinks → Save.

Configure settings

Go to Vehicles → Settings. Enter your dealer phone number, WhatsApp number, and lead notification email.

Add your inventory

Add vehicles one by one, or use Vehicles → Import CSV to bulk upload from your existing spreadsheet.

Publish your lot

Create a WordPress page, add the shortcode


                    
                
                    
            

            

            

                    

        
                    
            
                                    
                
                
                    Available                
            

            
                2022 Ford Mustang EcoBoost
                $29,800
                10,250 mi
            
        
                
            
                                    
                
                
                    Sold                
            

            
                2017 Honda CR-V EX
                $19,900
                93,000 mi
            
        
                
            
                                    
                
                
                    Sold                
            

            
                2019 Volkswagen Jetta SE
                $15,900
                70,000 mi
            
        
                
            
                                    
                
                
                    Available                
            

            
                2020 GMC Sierra 1500 SLT
                $38,900
                48,000 mi
            
        
                
            
                                    
                
                
                    Sold                
            

            
                2018 Dodge Charger SXT
                $19,900
                82,000 mi
            
        
                
            
                                    
                
                
                    Available                
            

            
                2021 Mazda CX-5 Touring
                $25,900
                36,000 mi
            
        
                
            
                                    
                
                
                    Pending                
            

            
                2016 Ford Focus SE
                $10,900
                101,000 mi
            
        
                
            
                                    
                
                
                    Available                
            

            
                2017 Chevrolet Tahoe LT
                $31,900
                99,000 mi
            
        
                
            
                                    
                
                
                    Available                
            

            
                2019 Kia Sorento EX
                $20,900
                65,000 mi
            
        
                
            
                                    
                
                
                    Pending                
            

            
                2018 Subaru Outback Premium
                $15,400
                78,000 mi
            
        
                
            
                                    
                
                
                    Sold                
            

            
                2020 Hyundai Santa Fe SEL
                $23,900
                54,000 mi
            
        
                
            
                                    
                
                
                    Available                
            

            
                2015 Toyota Camry SE
                $11,900
                112,000 mi

, publish. Your public inventory page is live.

Admin reference

Navigation map

Everything lives under the Vehicles menu in wp-admin. Here's what each item does.

ℹ️

Inventory aging thresholds AutoLot Pro uses NADA / Cox Automotive industry standard aging: 0–30 days (fresh) · 31–45 days (watch) · 46–60 days (at risk) · 61+ days (stale — price review recommended). Units past 61 days are flagged in the dashboard and highlighted in the printable report.

Import & Export

CSV format reference

Use the Import CSV feature to bulk-upload your existing inventory from Excel or Google Sheets.

Column header	Required	Notes
`title`	If no year/make/model	Used as vehicle title if year+make+model not provided
`year`	Recommended	4-digit year
`make`	Recommended	Creates taxonomy term automatically
`model`	Recommended
`trim`	No
`body_type`	No	Sedan, SUV, Truck, etc. Creates taxonomy term.
`price`	No	Numbers only. Dollar sign stripped automatically.
`mileage`	No	Numbers only. Commas stripped automatically.
`vin`	No	Used to detect duplicates and update existing records
`transmission`	No	Automatic, Manual, CVT, etc.
`fuel_type`	No	Gas, Diesel, Hybrid, Electric, etc.
`drivetrain`	No	FWD, RWD, AWD, 4WD
`exterior_color`	No
`interior_color`	No
`status`	No	available, pending, sold
`location`	No	Lot A, Lot B, etc.
`features`	No	Pipe-separated list: `Sunroof\|Backup Camera\|Heated Seats`
`gallery`	No	Image URLs pipe-separated. Downloaded and attached automatically.

⚠️

Duplicate detection If a VIN already exists in the system, the import will update the existing vehicle record rather than create a duplicate. If no VIN is provided, every row creates a new vehicle.

Public website

The buyer's journey

From browsing your inventory to submitting a lead — this is what your website visitors experience.

Inventory page

Grid of vehicle cards. Filter by make, body type, price. Sort by newest, price, mileage, year.

AJAX pagination loads more cards inline — no full page reload, no back-button issues.

Vehicle detail

Full-screen gallery with thumbnails. Specs table. Price. Status badge. Similar vehicles.

Contact CTA

Sticky bar: Call, WhatsApp, Request Info. Always visible without scrolling.

Lead created

Form submission → lead saved in WP + email sent to dealer + auto-assigned to next agent.

Agent follows up

Agent sees lead in their list. Updates status. Adds notes. Owner sees it in dashboard.

💡

Shortcodes available Place


        
                    
                
                    
            

            

            

                    

        
                    
            
                                    
                
                
                    Available                
            

            
                2022 Ford Mustang EcoBoost
                $29,800
                10,250 mi
            
        
                
            
                                    
                
                
                    Sold                
            

            
                2017 Honda CR-V EX
                $19,900
                93,000 mi
            
        
                
            
                                    
                
                
                    Sold                
            

            
                2019 Volkswagen Jetta SE
                $15,900
                70,000 mi
            
        
                
            
                                    
                
                
                    Available                
            

            
                2020 GMC Sierra 1500 SLT
                $38,900
                48,000 mi
            
        
                
            
                                    
                
                
                    Sold                
            

            
                2018 Dodge Charger SXT
                $19,900
                82,000 mi
            
        
                
            
                                    
                
                
                    Available                
            

            
                2021 Mazda CX-5 Touring
                $25,900
                36,000 mi
            
        
                
            
                                    
                
                
                    Pending                
            

            
                2016 Ford Focus SE
                $10,900
                101,000 mi
            
        
                
            
                                    
                
                
                    Available                
            

            
                2017 Chevrolet Tahoe LT
                $31,900
                99,000 mi
            
        
                
            
                                    
                
                
                    Available                
            

            
                2019 Kia Sorento EX
                $20,900
                65,000 mi
            
        
                
            
                                    
                
                
                    Pending                
            

            
                2018 Subaru Outback Premium
                $15,400
                78,000 mi
            
        
                
            
                                    
                
                
                    Sold                
            

            
                2020 Hyundai Santa Fe SEL
                $23,900
                54,000 mi
            
        
                
            
                                    
                
                
                    Available                
            

            
                2015 Toyota Camry SE
                $11,900
                112,000 mi

on any WordPress page for the full inventory grid with filters. Individual vehicle data shortcodes (, , , etc.) are available for custom page builder layouts in Elementor or similar tools.

Ecosystem

Industry integrations

Each installation is configured for your dealership

AutoLot Pro is a self-hosted WordPress plugin — meaning every installation is unique to the dealer who owns it. Third-party industry integrations (VIN decoding, vehicle valuation, history reports, and more) are available as paid add-ons and are configured at the time of purchase based on your specific needs, data providers, and existing dealership software contracts. Contact your AutoLot Pro installer to discuss which integrations are right for your operation.

📖

Paid add-on

Kelley Blue Book

Auto-populate suggested retail and trade-in values when adding a vehicle. Helps price units faster and more competitively.

🔍

Paid add-on

VIN Decoder

Enter a VIN and auto-fill year, make, model, trim, engine, transmission, and specs. Eliminates manual data entry on new acquisitions.

📋

Paid add-on

Carfax / AutoCheck

Display Carfax or AutoCheck history badges directly on your vehicle listings. Increases buyer confidence and reduces objections.

💵

Paid add-on

BlackBook / NADA Guides

Wholesale and retail value lookups for accurate acquisition pricing and floor planning decisions.

📸

Paid add-on

Auction photo import

Automatically pull vehicle photos from Manheim, ADESA, or other auction platforms when vehicles are acquired at auction.

📤

Paid add-on

Marketplace syndication

Push your inventory automatically to Cars.com, AutoTrader, Facebook Marketplace, and Craigslist on a scheduled basis.

💬

Paid add-on

SMS / WhatsApp automation

Automatic text message to agent when a new lead arrives. Follow-up sequences for leads that go cold. Requires Twilio account.

📱

Paid add-on

AutoLot Pro Mobile App

iOS and Android companion app for the business owner. Dashboard, inventory, leads, and aging alerts — all on your phone.

⭐

Integration availability varies by installation All third-party integrations require active accounts with the respective data providers (Carfax, KBB, VIN providers, etc.) and are set up by your AutoLot Pro installer during onboarding. Pricing for integrations depends on provider contracts and is separate from the AutoLot Pro plugin license. Contact creationwebs.com for a personalized quote.

Access control

User roles

AutoLot Pro adds one new WordPress role on top of the standard roles. Access is controlled per role.

👑

Administrator

Full access

✓ View & edit all vehicles
✓ Dashboard & reports
✓ All leads & assignments
✓ Add & manage agents
✓ Commission settings
✓ Import & export CSV
✓ Plugin settings
✓ Cost entries & work orders

🏷️

Sales Agent

Added by AutoLot Pro

✓ Read vehicle listings
✓ View assigned leads
✓ Update lead status & notes
✗ Edit vehicles or prices
✗ Dashboard & reports
✗ Cost entries & work orders
✗ Other agents' leads
✗ Plugin settings

👁️

WordPress Subscriber

Public visitor (logged in)

✓ View public inventory
✓ Submit lead forms
✗ Any admin access
✗ Vehicle data
✗ Lead records
✗ Reports
✗ Agents
✗ Any plugin settings

Reference

Quick reference

Key meta keys, shortcodes, and URLs for developers and advanced users.

Shortcodes

Inventory grid

Available

2022 Ford Mustang EcoBoost

2019 Volkswagen Jetta SE

$15,900

70,000 mi

Available

2020 GMC Sierra 1500 SLT

$38,900

48,000 mi

Sold

2018 Dodge Charger SXT

$19,900

82,000 mi

Available

2021 Mazda CX-5 Touring

2017 Chevrolet Tahoe LT

2018 Subaru Outback Premium

$15,400

78,000 mi

Sold

2020 Hyundai Santa Fe SEL

Vehicle title

Vehicle price

Gallery carousel

Specs (short)

Specs (full table)

CTA bar

Request form

Similar vehicles

Vehicle meta keys

Price_ucd_price

Mileage_ucd_mileage

Status_ucd_status

Year_ucd_year

VIN_ucd_vin

Total costs_ucd_total_costs

Profit_ucd_profit

ROI %_ucd_roi

Gallery IDs_ucd_gallery_ids

Sold by (agent ID)_ucd_sold_by

REST API endpoints

DashboardGET /autolot/v1/dashboard

Vehicles listGET /autolot/v1/vehicles

Single vehicleGET /autolot/v1/vehicles/{id}

Leads listGET /autolot/v1/leads

Update leadPATCH /autolot/v1/leads/{id}

AgentsGET /autolot/v1/agents

AgingGET /autolot/v1/aging

AuthBasic (App Passwords)

Aging thresholds

0–30 daysFresh

31–45 daysWatch

46–60 daysAt risk

61+ daysStale — price review

Lead status pipeline

New→ Contacted

Contacted→ Negotiating

Negotiating→ Closed / Lost