Software package

Dealer franchise portal package

Dealer accounts with territories and tiers, leads distributed by territory with follow-up tracking, a marketing asset library with usage rules, orders to head office, training and certification records, announcements with acknowledgements, brand audits and performance dashboards, ready to configure around your network.

Custom build Concept demo

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Who it is for

Built for

A good fit

Brands, manufacturers and franchisors that sell or operate through an independent network, from a franchise of a dozen outlets with one network manager up to a brand with a few hundred dealers, several tiers and a team of regional managers. Daily users are the head office administrator who onboards dealers and publishes assets and announcements, the regional manager who watches leads and runs audits, the dealer principal who manages their staff and follow-ups, the dealer salesperson who picks up leads and completes training, and the network director who reads the dashboards.

Also worth knowing

It is less suited to distributors selling to trade accounts, which need an ordering package rather than a network portal; to brands with a single owned sales channel and no independent partners; and to businesses whose main need is a public dealer locator without anything behind it. The portal runs the relationship between head office and the network; it does not run the dealers\' own businesses.

The operational problem it solves

How it runs, step by step

A customer completes the enquiry form on the brand website at nine.

The portal reads the postcode, finds the dealer whose territory covers it and assigns the lead with an alert to the dealer principal and the salesperson on duty.
The salesperson calls the customer, sets the status to contacted and books a visit; the regional manager sees the lead moving on his dashboard without asking.
Another lead in the same region goes unanswered for the period the brand set, so it escalates to the regional manager, who calls the dealer principal.
At ten, head office publishes the spring campaign: the assets appear in every dealer library with usage rules and an end date, and the previous campaign disappears from view on its last day.

At eleven, a dealer principal orders point-of-sale material and two demonstration units within the allocation for her tier; the order lands with head office and, where connected, in the ERP.

She also sees that two of her staff have certification expiring next month and assigns them the renewal module; their completion will update the dealer's certification status automatically.
At noon, head office issues a product notice that requires acknowledgement; the dashboard shows forty-one of ninety principals have confirmed by the afternoon and the coordinator sends one reminder to the rest from the same screen.
In the afternoon a regional manager runs a brand standards audit on his tablet at a dealership, with photographs and scores against the checklist; two actions are raised, the dealer sees them immediately and must close them with evidence.
At the end of the week the director's dashboard shows leads and conversion per dealer, orders per tier, certification currency per region and open audit actions, and which dealers are behind on all three.

Features

What the package does

The package ships as modules that follow how a brand works with its network: dealers and territories, leads and follow-up, assets and announcements, orders, training and certification, audits, and dashboards. Each module below lists what it does; the comparison table shows which package variant includes it.

Clients and records

Dealer accounts with territories and tiersEach dealer has an account with a territory, a tier and logins for their own staff.

Workflow and tasks

Lead distribution by territoryLeads go to the dealer for their territory with a follow-up status, and escalate if nobody responds.

Documents and cases

Marketing asset libraryApproved assets with usage rules, campaign dates and a record of who downloaded what.

Payments and policies

Orders to head office with tier allocationsDealers order from head office, and allocations are applied according to the dealer's tier.

Compliance and records

Training with certification expiryTraining modules with completion, certification status and expiry, so you know which dealer staff are current.
Brand standards audits on a tabletField staff audit a dealer on a tablet with photographs, scores and follow-up actions.
Electronic signature on announcementsAnnouncements that need agreement, such as policy changes, can be signed electronically by the dealer.

Messaging and notifications

Announcements with acknowledgement trackingAnnouncements show who has read them, with reminders to those who have not.

Reporting and insights

Dashboards per dealer, region and tierDashboards let head office compare dealers, regions and tiers, and show dealers their own results.

Directory and reviews

Public dealer locatorA public locator fed from the territory map, so customers find their nearest dealer.

Integrations

Lead intake from campaign platformsLeads from several campaign platforms arrive in one place and enter territory distribution.

Billing and payments

Dealer marketing fund trackingTrack marketing funds per dealer, with claims submitted and approved in the portal.

Package variants compared

Business Software
Custom Platform

Which features each package variant includes
Feature	Business Software	Custom Platform
Dealer accounts with territories and tiers	Included	Included
Lead distribution by territory	Included	Included
Marketing asset library	Included	Included
Orders to head office with tier allocations	Included	Included
Training with certification expiry	Included	Included
Announcements with acknowledgement tracking	Included	Included
Brand standards audits on a tablet	Included	Included
Dashboards per dealer, region and tier	Included	Included
Public dealer locator	Optional	Optional
Lead intake from campaign platforms	Optional	Optional
Electronic signature on announcements	Not in this variant	Optional
Dealer marketing fund tracking	Not in this variant	Optional

Roles and permissions

Who does what

Head office administrator
- Onboard dealers, define territories and assign tiers
- Publish assets with usage rules and end dates
- Issue announcements and track acknowledgements
- Process dealer orders or pass them to the order system
Regional manager
- See leads, follow-up status and escalations for their region
- Run audits on a tablet with photographs and scores
- Raise and close actions with dealers
- See training and certification currency for their dealers
Dealer principal
- Manage their own staff logins
- See and reassign leads within the dealership
- Place orders within their tier allocation
- Acknowledge announcements and close audit actions with evidence
Dealer staff
- Pick up assigned leads and update follow-up status
- Download assets permitted for their dealer
- Complete training modules and see their own certification
- Read announcements
Network director
- Read dashboards per dealer, region and tier
- Compare lead conversion, orders, training and audit results
- Set escalation periods and audit templates with the administrator
- Export network reports for a period

Example screen

Concept demo

Concept demo of a dealer portal regional dashboard showing leads with follow-up status and escalations, certification currency, open audit actions and orders by tier.

The regional manager's dashboard: leads per dealer with follow-up status and two escalations highlighted, certification currency per dealership, open audit actions with their age, and this month's orders by tier.

Scope and options

What is included and what is extra

In the base package

Dealer accounts with territories, tiers and staff logins
Lead distribution by territory with follow-up status and escalation
Marketing asset library with usage rules, campaign dates and download records
Orders to head office with allocations per tier
Training modules with completion, certification status and expiry
Announcements with acknowledgement tracking and reminders
Brand standards audits on a tablet with photographs, scores and actions
Dashboards per dealer, region and tier

Common add-ons

Public dealer locator fed from the territory map
Lead intake from several campaign platforms
Electronic signature on announcements that require it
Order export to an ERP or order system in a standard file format
Dealer-level marketing fund tracking with claims and approvals

Needs custom work

Live integration with a specific ERP or CRM
Training hosted in an existing learning platform with completion returned to the portal
Bespoke audit scoring models and action workflows
Reporting beyond the standard dashboards

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

The package runs on your own hosting or on hosting we manage for you; the choice is made in the proposal and can change later. In both cases you own the code and your data. Dealers, territories, leads with their follow-up history, the asset library, training records, acknowledgements and audits can be exported at any time in standard formats, and nothing in the package stops you moving it to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates to the platform and its dependencies, monitoring of lead alerts, escalations and the order export, backups, and a monthly window for small configuration changes such as a territory change, a new audit template or an adjusted tier allocation. Changes to the format your ERP accepts are handled inside maintenance where minor and quoted as change requests where not.

Pricing model

Priced per proposal.

The package is sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of dealers, territories and tiers, the add-ons selected, the lead sources connected, the size of the asset library and training content migrated, the order exchange required and whether you host it yourself. Your proposal states each line separately so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Dealer accounts with territories, tiers and staff logins
Lead distribution by territory with follow-up status and escalation
Marketing asset library with usage rules, campaign dates and download records
Orders to head office with allocations per tier

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

How does lead distribution work?

Each lead carries a postcode or region. The portal matches it to the dealer whose territory covers it, assigns it with an alert and expects a follow-up status within the period you set. If none is recorded, the lead escalates to the regional manager, and every step is kept on the lead.

Can dealers use out-of-date marketing material?

Not from the library. Each asset carries usage rules and campaign dates, and material disappears from dealer view on its end date. Downloads are recorded, so head office can see which dealer took which version and when.

Does the training module make dealer staff certified?

It records completion of the modules you publish and sets a certification status with an expiry you define. What the certification means and what a dealer may do with it are the brand's own rules; the portal keeps the record and shows who is current.

Can orders go straight into our ERP?

With the export add-on, orders are produced in a standard file format your ERP imports. A live connection to a specific ERP is custom work scoped through custom dealer portal development.

How do audits work?

The regional manager opens the audit template on a tablet at the dealership, scores each item, attaches photographs and raises actions. The dealer sees the actions immediately and closes them with evidence; the regional manager confirms. Results feed the dashboards by dealer and region.

Can a dealer see other dealers' leads or results?

No. A dealer sees their own leads, orders, staff, training and audits. Regional managers see their region, and the director sees the network. Tiers control what a dealer may order and download, not what they may see of others.

Is this a finished product I can see running?

Not yet. The readiness badge on this page shows the real state: the package is currently a custom build assembled from our multi-vendor, documents, orders and forms modules for each brand, and the example screen is a labelled concept demo rather than a live client portal.

Get a quote for Dealer franchise portal package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.