Dealer discount requests and HQ approval
A dealer requests a discount, and HQ approves it right away
A manufacturer that sells through dealers across the country set up one CRM for HQ and every dealer, with each dealer seeing only its own data and every discount request and HQ answer recorded on the deal.
The problem
- 01
A separate ledger at every dealer
Dealers tracked customers in spreadsheets and their own tools, so HQ only knew the numbers after collecting files at month end.
- 02
Data that could not be split
Putting everything in one place would show each dealer the others’ customers and prices, so dealers stayed outside the system.
- 03
Discount checks ended on the phone
Discount and special-price checks went by phone and email, leaving no record of who approved how much, or when.
How Trackit solves it
- 1
Dealers become teams, and reps ask from the deal
Create a team for each dealer and set the data access scope: dealer reps see their team’s data, the HQ sales ops team sees everything. Deals follow the team of their owner, so a dealer rep sees only that dealer’s customers and deals. When a discount is needed, the rep fills in the requested rate and reason and runs the HQ check request from the workflow menu on the record.
- 2
A workflow records the request and hands HQ a task
Started by a record run, the workflow uses update record to set the HQ check field to Requested, and create note to save who asked, the rate and the reason on that deal. Create task assigns a review task to the HQ sales ops owner, who is notified on assignment.
- 3
HQ answers on the same deal, and results show on a dashboard
When the HQ owner updates the approved rate and the HQ check field and completes the task, those changes appear in the deal timeline’s data history. The request and the answer read in order on one record. HQ follows results on a dashboard that groups deals by dealer, shared only with HQ.
- TriggerRecord runA dealer rep requests an HQ check from the deal.
- ActionUpdate recordSets the HQ check field to Requested.
- ResultCreate noteSaves the requested rate and reason on the deal.
- ResultCreate taskAssigns a review task to HQ and notifies them.
Minjae Jung
Dohyun ParkWhat changed
Before Trackit
With Trackit
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