DealerPilot

What it is

DealerPilot is hosted dealership-management software for independent UK used-car dealers. It brings stock, customer records, marketplace enquiries, preparation tasks, sales, VAT invoicing and analytics into one system. Registration lookup can add DVLA vehicle details and MOT history. Plans cover up to 40 vehicles and 3 staff at Starter, rising to unlimited vehicles and staff on Enterprise.

Who it suits. Independent UK used-car dealers with roughly 10–200 vehicles Teams wanting stock, prep, sales and invoicing together Dealers needing mobile and marketplace enquiry workflows

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What DealerPilot does

DealerPilot is a SaaS platform for independent UK used-car dealers, especially dealerships handling roughly 10 to 200 vehicles. It combines stock, customer management, sales, preparation workflows, invoicing and analytics.

Entering a registration can populate vehicle details, DVSA MOT history, advisories and outstanding recall information. Customer conversations stay attached to vehicles and deal stages, from enquiry and appointment through proposal and handover.

Its preparation pipeline uses Incoming, In Preparation and Ready for Sale stages. Task lists, blockers, rush flags and a valet view show what still needs doing. Battery rotation records which cars need charging and when charging was completed.

What is included

The system records sales, part-exchanges, finance, commissions and finance-company details. Deal Desk creates VAT margin-scheme invoices that can be signed on screen and emailed. Purchase, MOT, service and parts costs can be recorded against vendors, with role-based visibility for cost prices.

Marketplace enquiries from Auto Trader, eBay Motors, Motors.co.uk, Gumtree, CarGurus and Cazoo can be captured in the inbox. Leads are organized into New, Contacted and In progress stages and linked to the customer and vehicle.

iOS and Android apps are included on every plan. They support plate scanning, leads, stock, tasks, diary items, bookings, reminders, push notifications, biometric locking and voice input. Walkaround videos can be stored on vehicle records and sent by SMS with open and watch tracking.

Pricing and plan limits

The site advertises a 14-day free trial with no credit card, limited to 10 vehicles and 2 staff. DealerPilot has no free plan. The listed paid plans are Starter at £79 a month for up to 40 vehicles and 3 staff, Professional at £129 a month for up to 100 vehicles and 8 staff, and Enterprise at £249 a month with unlimited vehicles and staff. Annual billing is available.

Starter includes DVLA and MOT lookup, leads, preparation and valet tools, VAT invoicing, CRM, diary, test-drive electronic signatures, mobile access and email support. Professional adds the marketplace lead inbox, SMS walkarounds, Ask DealerPilot AI, battery rotation, finance payouts, commissions, analytics, monthly export and priority support.

Enterprise adds custom integrations, a dedicated account manager and phone and video support. Professional and Enterprise include the built-in AI, which can answer questions about stock, sales, workflow and reminders, subject to fair-use limits.

Where it sits among dealership tools

DealerPilot covers a broad dealership workflow in one hosted service, from vehicle intake and preparation to customer follow-up, sales and invoicing. Its published marketplace connection is for capturing emailed enquiries; it does not publish or synchronize vehicle listings to those marketplaces.

For a wider shortlist of dealership systems, see dealership CRMs. DealerPilot's own pages describe custom integrations only on Enterprise and do not name other integrations.

Who it suits

DealerPilot is aimed at independent UK used-car dealers with about 10 to 200 vehicles. Starter fits a small team needing stock, leads, preparation, invoicing and mobile access in one place. Professional suits a larger operation that needs marketplace enquiry capture, walkaround messaging, AI, battery rotation and deeper sales reporting.

The mobile apps help staff working on the forecourt or in preparation areas. Personal onboarding support is offered, including help moving stock and teams from spreadsheets.

Limits to weigh

DealerPilot is hosted SaaS. The official pages provide no self-hosting option, public API reference, SDK repository or developer documentation. Custom integrations are listed only for Enterprise.

The platform captures marketplace enquiries but does not publish or synchronize listings to those marketplaces. AI and third-party vehicle data may be incomplete or wrong, so records and answers need checking. The terms do not guarantee uninterrupted or error-free operation.

Optional AI sends questions, relevant records, voice audio or plate images to OpenAI. DealerPilot says recordings are not retained and API data is not used for model training. The service states that it is UK-hosted, follows UK GDPR, uses encryption in transit and role-based access controls.

Verdict

DealerPilot gives a UK independent dealer one place to track vehicles, customers, preparation, sales and margin-scheme invoicing. Its strongest practical fit is a team that wants structured workflows alongside mobile access, registration lookup and marketplace lead capture.

The choice between plans mainly follows vehicle and staff count, then the need for AI, SMS walkarounds, analytics, exports, integrations and higher-touch support. Check the marketplace publishing limit and the need to verify AI or DVLA/MOT results before committing.

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.