DealerPilot

What it is

DealerPilot brings stock management, customer relationships, sales, vehicle preparation, invoicing and analytics into one platform for independent used car dealerships in the UK. Dealers can enter a vehicle registration to populate vehicle details and MOT history using DVLA and MOT data. Its CRM links conversations with vehicles and sales stages, covering enquiries, appointments, proposals and handovers. The platform records sales, part-exchanges and finance, and supports one-click VAT invoicing. A preparation pipeline tracks vehicles through Incoming, In Preparation and Ready for Sale, with blockers and rush flags to highlight workflow issues.

Plans start with Starter at £49 a month, which covers up to 25 vehicles and 2 staff accounts. Professional costs £99 a month for up to 50 vehicles and 5 staff accounts; it adds priority support and built-in AI powered by GPT-4o. Enterprise costs £199 a month and includes unlimited vehicles and staff, custom integrations and an SLA guarantee. iOS and Android access is included on every plan, with plate scanning, tasks, bookings and reminders. A 14-day trial requires no credit card and is limited to 10 vehicles and 2 staff. DealerPilot describes itself as UK-hosted and GDPR-compliant, and offers onboarding support to help migrate stock and teams from spreadsheets.

Who it suits. DealerPilot suits independent UK used car dealers, particularly dealerships with roughly 10–200 vehicles, that want stock, customer and sales workflows in one platform. It also fits teams that need mobile access for plate scanning, tasks, bookings and reminders.

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DealerPilot is an all-in-one operating platform for UK independent used-car dealerships. It suits teams that want stock, customer management and sales work kept together rather than buying a standalone CRM. Its strongest case is the combination of day-to-day dealership tools with mobile access on every plan; the trade-off is that even the entry tier has firm vehicle and staff caps.

Overview

DealerPilot links customer conversations to vehicles and deal stages, covering enquiries, appointments, proposals and handovers. It also records sales, part-exchanges and finance, and supports one-click VAT invoicing. That joined-up scope can simplify routine work for a dealership managing the full path from vehicle arrival to sale. Dealers who need only a focused customer database may find more operational breadth than they need.

Entering a registration can retrieve vehicle details and MOT history through DVLA and MOT data. DealerPilot says it is UK-hosted and GDPR-compliant, and offers personal onboarding to help move stock and teams from spreadsheets. Those are useful foundations for a dealership changing systems, though the value of the shared workflow still depends on staff keeping records current.

Key features

Stock preparation and workflow

The preparation pipeline moves vehicles through Incoming, In Preparation and Ready for Sale, with blockers and rush flags to highlight work that needs attention. This gives staff a common view of readiness instead of relying on informal updates. Workflow automation is included, but the stages only help if the team maintains them as cars progress.

CRM, sales and invoicing

Because conversations sit alongside vehicles and deal stages, staff can follow a customer from initial enquiry through handover. Recording part-exchanges and finance alongside sales, then raising a VAT invoice with one click, makes the platform more relevant to dealers looking to coordinate sales administration as well as leads.

AI and mobile access

Built-in AI is powered by GPT-4o and can answer questions about stock, sales, workflow and reminders, but it is reserved for Professional and Enterprise. Starter buyers therefore get the core operating platform without this assistant. iOS and Android access is included on every plan, with plate scanning, tasks, bookings and reminders; that makes mobile use part of the entry offer rather than an upgrade.

Pricing

DealerPilot is paid software, with no free plan. Its 14-day free trial requires no credit card, but is limited to 10 vehicles and 2 staff, so a larger team cannot assess its full working capacity during the trial.

• Starter — £49 a month: Up to 25 vehicles, 2 staff accounts and email support. This is the lowest-cost fit for a small dealership within those caps, but it excludes built-in AI and has little room for additional staff.
• Professional — £99 a month: Up to 50 vehicles, 5 staff accounts, priority support and built-in AI. It is the more practical tier for a growing team that wants the assistant and more capacity without moving to unlimited pricing.
• Enterprise — £199 a month: Unlimited vehicles and staff, custom integrations, an SLA guarantee, built-in AI, and phone and video support with a dedicated account manager. It is aimed at larger operations or those needing tailored integrations and stronger support.

All three plans include mobile access. The step-up from Starter to Professional doubles the vehicle allowance and adds three staff accounts, priority support and AI; the jump to Enterprise removes the stated vehicle and staff caps and adds custom integrations and an SLA. Choose by team size and required support, not just headline price.

Platforms

DealerPilot supports web, Android and iOS. Its mobile apps cover plate scanning, tasks, bookings and reminders, while workflow and sales functions bring the wider dealership operation into the same platform.

Who it's for

DealerPilot is designed for independent UK used-car dealers, particularly dealerships with roughly 10–200 vehicles. Smaller operations can start on Starter if two staff accounts and 25 vehicles are enough. Teams growing beyond those limits, or wanting AI, should consider Professional; businesses needing unlimited seats or vehicles and custom integrations have a clearer case for Enterprise. A dealer seeking a free option or built-in AI at the lowest price should look elsewhere.

Pros and cons

• Pros: Stock, CRM, sales, preparation and invoicing sit together, which suits dealers trying to coordinate the whole vehicle-to-sale workflow.
• Pros: Mobile access is included on every plan, with useful dealership tasks such as plate scanning and bookings.
• Pros: The no-card 14-day trial and spreadsheet migration support lower the friction of evaluating and moving to the platform.
• Cons: There is no free plan, and the trial's 10-vehicle and 2-staff limits constrain evaluation for larger teams.
• Cons: Starter stops at 25 vehicles and 2 staff and does not include AI, making it less suitable for a growing dealership.
• Cons: Built-in AI appears only on Professional and Enterprise, so it is not part of the £49-a-month entry tier.

Alternatives

For a wider shortlist, browse Dealership CRMs.

Choose Dealer-Mate if you want a dealer management product with a web-based cloud plan and cancellation flexibility; its Cloud Monthly plan is $119 a month, while Cloud Quarterly is listed at $99 a month. MotorDesk is worth considering when a lower vehicle cap and single staff account fit: its Starter is £79 a month for five vehicles and excludes online checkout and deal builder. If a CRM with a longer evaluation window and text-blast allowance is the priority, Get My Auto CRM offers CRM + Ava at $695 a month after a 60-day free trial, with one user and 5,000 text blasts per month.

Tekion ARC CRM, Vital Software, Autolytix CRM, DealerClick CRM and DealerSocket CRM are other paid alternatives to compare.

Verdict

DealerPilot is a strong fit for an independent UK used-car dealership that wants stock, customer management, preparation, sales and invoicing in one system, with mobile access built into every tier. Its joined-up scope is the main reason to choose it; the hard caps on the cheaper plans and the absence of a free tier are the reasons to look elsewhere or budget for an upgrade.

Getting started

1. Visit the DealerPilot website.
2. Start the 14-day free trial without a credit card; the trial covers up to 10 vehicles and 2 staff.
3. Choose Starter, Professional or Enterprise based on vehicle and staff limits and included features.
4. Use the personal onboarding support to help migrate stock and teams from spreadsheets.
5. Access the platform on web, iOS or Android.

Limits

The 14-day trial is limited to 10 vehicles and 2 staff. Starter, at £49 a month, allows up to 25 vehicles and 2 staff accounts; Professional, at £99 a month, allows up to 50 vehicles and 5 staff accounts. Built-in AI is included with Professional and Enterprise, while custom integrations are included with Enterprise at £199 a month.