Your own dealer forms, filled in from every deal

Which documents you can set up

Any blank document your dealership fills in on a deal. The ones dealers usually start with:

• The buyer’s order or vehicle purchase agreement — the one with your dealership’s name on it, and the document most worth automating, because it carries every number in the deal.
• Retail installment contracts and other finance paperwork from your forms vendor or your lender.
• Your own disclosures and addenda — as-is and warranty acknowledgements, arbitration agreements, anything your attorney wrote for you.
• We-owes, due bills and delivery receipts.
• Service contract, GAP and insurance enrollment forms from the providers you sell.
• Trade-in, payoff and lienholder paperwork.
• Your in-house sheets — a deal recap, a deal-jacket checklist.
• A different version of a state form, if you prefer it to the built-in one.

How setting one up works

1. Upload the blank. A PDF from your vendor, a scan, or a phone photo saved as a JPG or PNG. Name it and file it under Sales, Purchase, Finance or Other.
2. Let a fillable PDF set itself up. If the PDF already has form fields — most vendor and government PDFs do — GARAGEBIRDS imports them and matches them to deal data automatically. You review the ones it couldn’t match.
3. Draw any boxes that are missing. Text boxes, checkboxes, and comb boxes — one character per cell, the way many forms want a VIN.
4. Point each box at what GARAGEBIRDS already holds. Pick the value from a list of close to 200: the buyer and co-buyer, the vehicle, its title, the odometer, the trade-in, the deal’s figures, the financing, insurance, warranty and your dealership’s own details.
5. Preview it filled in from a real deal. Check every box lands on its line, then turn the document on.
6. Use it on every deal. It is offered in the deal’s documents, filled in, to preview, download or print on plain paper, ready to sign in ink.

The first document takes the longest, because you’re learning where things are. A fillable PDF is quicker still: most of the work is checking matches rather than drawing boxes. To see it done on a real buyer’s order, read how to set up your buyer’s order so it fills itself in.

What fills in

Every box on the document either reads a value GARAGEBIRDS already holds, or is a custom field someone types on the deal. The values come from the records you’re already keeping:

• Buyer and co-buyer: full legal name, first and last name, street and mailing address, county, phone, email, driver license number and state.
• Vehicle and title: VIN, year, make, model, trim, body, colors, stock number, license plate, title number, title brand, lienholder.
• Odometer: reading, unit, and whether it’s actual mileage.
• The deal: deal date (whole, or day, month and year in separate boxes), salesperson, sale price, sales tax and rate, fees, cash sale price, trade-in allowance and payoff, down payment, balance due.
• Financing: lender, APR, amount financed, finance charge, number of payments, payment amount, first and final payment dates.
• Insurance and warranty: insurer, policy number, agent, limits and deductibles; warranty type and coverage.
• Trade-in: year, make, model, VIN, mileage, color, allowance and its lienholder.

Formatting comes with the value: money prints as money and dates as dates, so a box only has to be in the right place. Checkboxes tick themselves too — a box that should be checked on a financed deal, or when there’s a co-buyer, can read that from the deal.

When a box asks for something GARAGEBIRDS doesn’t hold

Your contract may ask for something no software keeps — a delivery note, an internal reference. Make it a custom field: you place it and name it once, and it appears as an empty box on the document for whoever is working the deal to type in. One missing value never stops a form from working, and you never wait on us to add a field before you can use your own contract.

Boxes filled from the deal can’t be typed over on the document. If a number is wrong, fix it on the deal and the paperwork follows, so the paper and the record always agree.

Who sets it up

An admin at the dealership uploads and maps the documents; salespeople use them on their deals. Your documents belong to your dealership and are never shown to another one. You can take a document out of use to fix it and put it back, without losing its setup. Your contract’s wording stays yours: GARAGEBIRDS fills in the blanks you point it at, and what the contract says stays between you and your forms vendor or attorney.

Free and Pro

The built-in state forms — over 300 official forms across all 50 states — are on the Free plan with no limit. Uploading, mapping and filling your own documents is Smart Print Forms, on Pro: $49 a month billed yearly ($588 a year), or $59 billed monthly. There’s a 14-day Pro trial with no card, started by an admin from Billing, long enough to set up a first document before you decide.

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