Record GAP coverage

Add the optional GAP product to a financed deal and review its charge.

4 min read · Video walkthrough · Instructions reviewed 24 October 2026

Before you start

Access: Admin, Sales or Accounting access to start from a vehicle record. These steps use the new retail Bill of Sale workspace.

An open financed retail deal.
The agreed provider, GAP price and applicable tax selection.

Where to go
Inventory → Open the vehicle → Create Deal → Retail deal → Try the new design, if offered

Watch the walkthrough

22:19 · English narration · Fictional demonstration

The complete retail walkthrough shows how to reach the workspace and covers its choices and recovery steps. English captions are included in the picture; a selectable caption track is also available.

All 23 video chapters

Read the video transcript

0:03 · Create a bill of sale

Let's create a retail bill of sale in Carvio, from finding the vehicle to checking the finished document. We'll cover the choices you see, what to enter, and what to do when something needs attention. We'll use one fictional deal throughout: Jordan Taylor buying a 2023 Toyota Corolla, stock DEMO zero two four. The example ends with a fifteen hundred dollar deposit and twenty three thousand, three hundred and eighty three dollars and eighty seven cents financed. You can follow along from the beginning, or use the chapters in the guide to return to a particular task.

0:41 · Reach the right workspace

Start in Inventory. Choose In Stock, In Progress, or Delivered to match the vehicle's current state. Search by VIN, stock number, or model, then open the matching vehicle. Check the stock number before continuing. In the vehicle record, choose Create Deal, then Retail deal. Retail is for a customer sale. This walkthrough uses the new Bill of Sale design. If you see New Bill of Sale is available, choose Try the new design before you enter any work. To start from this vehicle record, you need Admin, Sales, or Accounting access, a listing price, and a vehicle without an existing bill of sale. If Create Deal is missing, check those details with your administrator. If the message asks you to add a listing price, add it to the vehicle first. Have the purchaser's details, the agreed price and deposit, and any trade-in, lender, protection, and delivery information ready. This is a retail walkthrough. A wholesale deal or a lease uses a different workflow. There are other entry points. An Inventory row can offer Actions, Create deal, then Retail deal. From a lead, use Deal to select or search for a vehicle, or Create Deal on an Interested vehicles card. These controls depend on your access and the vehicle. To change an existing agreement, use Edit deal, or View full deal and Edit, instead of starting a second bill of sale.

2:07 · Restore or discard a draft

If you reopen the same vehicle's deal in the same browser, a draft notice may offer your unsaved entries. Choose Restore entries to bring them back. Check the customer, vehicle, and amounts after restoring. Choose Discard in that notice only when you do not want that draft. It removes those unsaved entries. Restoring a draft does not save a bill of sale, and a browser draft is not a backup on another device. Return through the same workflow you used before. If you started from a lead, return through that lead and vehicle. A changed saved record, another browser, or cleared browser data can mean the earlier draft is not offered. Save the actual bill of sale when the deal is ready.

2:52 · Move around the workspace

On a wide screen, the deal details are on the left and Terms of settlement stays on the right. Use the section bar to move between Vehicle and sale, Purchaser, Trade-in, Warranty and guarantees, Disclosures, and Delivery and notes. Financing appears after you choose Finance. On a phone or narrow workspace, choose Edit settlement in the amount strip to open the money fields. You can also choose Terms of settlement in section navigation. Choose Back to details to return. You are working on the same deal in either view.

3:26 · Check the vehicle and sale

Open Vehicle and sale. Confirm the vehicle and sale date. Review the condition at delivery: With safety certificate or Sold as-is. Use the condition that applies to the actual agreement, rather than accepting a prefilled choice without checking it. Check the odometer reading and its unit. For a working odometer, enter the reading at the time of sale. If it is broken, choose Broken and enter the last known reading and its date where requested. Follow the highlighted field instructions if information is incomplete. An as-is sale does not include active dealer guarantee or extended warranty protection in this form. Review the sale condition before adding protection. Dealership defaults can prefill some fields; they still need to be right for this deal. If the broken odometer has no confirmed previous reading, choose No, true distance is unknown. The form explains that the document will show the true distance as unknown. Do not invent a reading. We will return our example to its working odometer and thirty four thousand, two hundred kilometres before the final review.

4:37 · Enter or find the purchaser

Open Purchaser. For a new customer, enter their first and last name, contact information, and address. Check each required field. Email can be required by your dealership's settings. If you enter a phone number, include at least ten digits. For someone already in Carvio, choose Find existing customer. Enter at least two characters of their name, email, or phone number. Check the results before choosing the matching person. Their details fill the purchaser fields, and Change customer lets you select someone else. If there is no match, continue entering a new customer. If customer matches could not be checked, that is a search problem, not proof that the customer does not exist. Check carefully before creating another record. Review the address and licence details. If you provide licence information, complete its number, expiry date, and issuing province together. An expired licence displays a warning that you should review before proceeding. Changes to a linked purchaser's details also update that customer when you save the bill of sale. As you enter details, a possible customer match can offer Use this customer. Review the matching details before accepting. You can dismiss the suggestion or Keep as a new customer when that is the correct choice. Change customer also offers Enter a new customer. Make that decision deliberately to avoid linking the wrong person.

6:07 · Enter or correct the address

For the purchaser address, use Search address and select the right suggestion. Check the address summary. Use Edit address details to correct Street address, Unit, City, Province, Postal code, and Country. Canada and United States are the available countries. If search has no useful result or the lookup is unavailable, use Enter manually. Complete the address fields and choose Done. Search again returns to address search. Clear address removes the selected address, so complete the required address before saving the deal.

6:42 · Add a co-signer when needed

Use Add a co-signer only when another person is part of the agreement. Enter their details in the fields that appear and check their address and licence information where required. Review the purchaser and co-signer separately. A selected existing customer is not just a name on this one document: check changes before saving them back to that customer record. Remove co-signer excludes that person from this agreement. It does not mean a customer record has been deleted. We are showing this as an optional branch; our completed example returns to Jordan as the sole purchaser.

7:21 · Choose cash or finance

In Terms of settlement, choose the Payment type: Cash or Finance. A cash deal does not need a financing schedule. For a financed deal, choose Finance, then open Financing in the section bar. Financing offers Calculate payments for an estimate, or Enter lender's figures for a quote you already have. Neither choice submits an application to a lender or gives the customer an approval.

7:48 · Calculate a payment estimate

Choose Calculate payments, then select Payment frequency. Monthly is once a month. Semi-monthly is twice a month. Biweekly is every two weeks. Weekly is once a week. Biweekly and semi-monthly are different schedules. Enter Number of payments, Annual interest rate, and First payment date. The number of payments must be a whole number from one to six hundred. A zero percent rate is valid for interest-free financing. Missing or invalid inputs can leave the estimate as a dash. Our example uses Biweekly, one hundred and four payments, a six point nine nine percent annual rate, and the first payment date shown. Review the estimated payment, interest, total of payments, and amount to finance together. This is an estimate. The final payment can differ because of rounding. Confirm the payment and borrowing cost with the lender before relying on them for the final agreement. Review Credit approval and Lien registration fee if they apply to the deal. The Credit approval reference records the reference you already have. Financing incentive received records that deal detail; it is separate from the customer's deposit. Switching back to Cash excludes finance-only products from the saved cash agreement. Review the payment type before saving.

9:09 · Enter the lender’s figures

When you have the approved quote, choose Enter lender's figures. Enter Payment amount, Balance financed, Net amount financed, and Cost of borrowing from the lender's figures. Check each amount against the quote. Balance financed is before the lien registration fee; Net amount financed includes it. Use the field hints and the lender's schedule to confirm that you are comparing the same amounts. These manual lender figures stay as you entered them when other deal amounts change. If Check the lender's amount appears, compare the quote with settlement and correct the entry that needs changing. The advisory does not automatically rewrite the quote. There is also a reopening limitation to remember. Saved lender figures do not include a payment interval. If you reopen a sale and see Frequency not recorded, check the lender's schedule before calculating payments again. Do not assume the earlier frequency was saved.

10:08 · Review optional GAP coverage

For a financed deal that includes GAP, choose Add GAP insurance. In GAP coverage, select Warranty slash GAP provider, enter GAP insurance price, and check Tax. Choose Done to finish the section edit. If extended warranty already supplies the provider, use Edit the warranty slash GAP provider to return to protection. These options share that provider selection. Use Remove GAP insurance if it does not apply. An as-is choice excludes guarantee and extended warranty, but GAP remains a separate financing option. We are inspecting optional products separately so you know where to find them. We will remove them before returning to the final example, so its settlement and finished document still match the figures we review.

10:56 · Add the trade-in and lien

Open Trade-in and choose Add. Enter the VIN and the vehicle details, then its odometer and unit. Review any details filled by the VIN lookup. If Existing inventory loaded appears, this sale will use that inventory record, so check it before continuing. Enter Trade-in allowance as the amount agreed for the trade. In this example, the 2018 Honda Civic has ninety eight thousand kilometres and an eighty five hundred dollar allowance. Enter a stock number if the form requires one. If a loan remains on the trade, choose Trade-in has a lien. Enter Lien payoff and, if needed, Lien holder. Our example has a two thousand dollar lien. The allowance and the lien payoff are separate amounts; check both in settlement. If the VIN lookup fails, use Retry VIN lookup and resolve it before saving. A nonstandard VIN may offer Use this VIN as entered, but that does not bypass a failed lookup. You cannot sell and trade the same vehicle in one deal. Choose Done when the trade details are ready. You can also record Trim, Exterior colour, and the Trade-in HST number when relevant. Remove trade-in excludes it from the current agreement, while adding the section again keeps the form entries. A matched existing trade inventory is used and updated on save; removing the section does not delete that inventory record.

12:24 · Review guarantees and warranty

Open Warranty and guarantees. Review any dealer guarantee already filled from your dealership's defaults. Include a dealer guarantee only when it is part of the agreement, and enter its duration in days, distance in kilometres, and description. The example covers engine and transmission for thirty days or two thousand kilometres. Check the actual terms before using them. Use Done to finish editing the guarantee. For a separate product, choose Add an extended warranty. Select its provider and package and enter the price, duration, and distance. Use the unlimited options only when those are the agreed terms. Review whether the price is included in the selling price, because that changes the charges shown. Review Warranty terms and exclusions too. An as-is sale excludes active guarantee and extended warranty protection in this form. Do not leave protection selected simply because it was prefilled. Use Remove dealer guarantee or Remove extended warranty when the product does not apply. Unlimited duration and Unlimited distance belong to the extended warranty, not the dealer guarantee. We will leave the optional extended warranty out of the completed example, keeping its original dealer guarantee.

13:44 · Select or create a provider

Search the provider picker and select the matching business. If a genuinely new provider is needed, the create option opens New vendor. Check Name and Category, then add Phone, Email, and Address where available. Add website, Add contact, Add fax, and Add HST reveal the optional details. Create vendor saves a reusable provider and returns it to the selection. That vendor can appear in cost, warranty, and insurance pickers. This is a shared business record, so check for an existing provider first. Cancel returns without creating it. If creation fails, review the error; the form stays available for correction.

14:26 · Record the vehicle disclosures

Open Disclosures and choose Edit. Review the vehicle's MTO brand, accident claim, manufacturer warranty date, previous daily rental use, and CAMVAP information where those fields apply. Use the verified history for the vehicle. Do not assume that an empty field means there is nothing to disclose. Review the entries, then choose Done to return to the summary.

14:52 · Add delivery and insurance details

Open Delivery and notes and choose Edit. Enter the delivery date, handover details, and comments that belong on the agreement. Complete any vehicle insurance details that apply, such as provider, policy, expiry, and agent information. These entries record the delivery information. They do not mark the vehicle delivered. Saving, approval, delivery status, and collecting signatures are separate actions. Choose Done when you have reviewed the section. To record the purchaser's vehicle insurance, choose Record the purchaser's vehicle insurance. Select Insurance company and enter Policy number, Policy expiry date, Insurance agent, and Agent phone. Remove vehicle insurance excludes those policy details from the agreement. This is different from GAP coverage and life or disability charges.

15:44 · Review every charge and payment

Return to Terms of settlement. Inventory price is shown from the vehicle record. Use Discount for an agreed reduction, including zero when there is none. Check the resulting selling price and vehicle tax selection. Review Additional fees. Use Add fee for a charge that belongs to this agreement, then check its name, amount, and tax. Remove an unwanted fee with its remove control. Review the licence and fuel charges too, rather than assuming a default is correct. Check any other protection or insurance charges that appear for your selections. Then review the trade-in allowance, lien, and payments together. You are checking the visible terms of this deal; a figure in the form does not confirm that a payment has reached your bank. If a fee shows Set price, enter its Amount or remove the fee. Total excludes fees without an amount is a reminder that the displayed total is not yet complete. For Vehicle tax, choose Purchaser province or the agreed available rate. For each fee or insurance line, review its own tax selector. Check the rate for your actual agreement rather than copying this training example.

16:57 · Review life and disability charges

For Finance, the Life and disability insurance section offers Add insurance. Choose Life, Disability, Loss of income, or Other as appropriate. Check the type, Amount, and tax on each row. A type already in the list is unavailable for another duplicate row. Remove a row that does not belong in the agreement. These are charges on the financed deal, not the purchaser's vehicle policy in Delivery and notes. Our finished example does not add these optional charges; remove the demonstration row before returning to its final settlement.

17:32 · Record the deposit and check its effect

Under Payments, select Deposit received and enter the amount actually received. Choose Deposit method as Cash, Cheque, or Credit when it applies. For a financed deal, check Cash payable on delivery separately. Watch the example as we change the deposit from one thousand dollars to fifteen hundred dollars. With the other terms unchanged, Amount to finance falls from twenty three thousand, eight hundred and eighty three dollars and eighty seven cents to twenty three thousand, three hundred and eighty three dollars and eighty seven cents. That is five hundred dollars more deposited and five hundred dollars less financed. Recording Credit as the deposit method does not charge a card. If you entered lender figures manually, review them separately, because those figures stay as entered. The deposit cannot exceed the total. Check cash payable on delivery too if the form highlights the combined payments. Choose View calculation for the displayed breakdown of charges, tax, trade credit, and payments. Choose Hide calculation to return to the entry fields. For easier reading, open Complete calculation and choose Larger text, then Smaller text to return. Scroll through Vehicle and extras, Tax, Total sale cost, and Payments. A cash deal ends with Balance due on delivery; a financed deal shows Amount to finance. Check the complete breakdown before closing it.

19:00 · Review and save the bill of sale

Before saving, check the purchaser and vehicle, the sale date and condition, financing, trade-in and lien, protection, disclosures, delivery details, charges, and payments. Use Edit on a summary when you need to correct something. Choose Save bill of sale when the agreement is ready. If required information is missing, the form highlights the fields and offers Review fields. Correct those entries, then save again. Wait while customer or trade-in checks finish. If Bill of sale wasn't saved appears, read the specific error. Your entries remain available so you can correct the issue and retry. A filled form or browser draft does not confirm a successful save. After a successful save, Carvio returns to the vehicle and opens its bill of sale when the document is available. If the Deal drawer opens first, use View document when it becomes available. Saving does not sign the agreement, approve it, or mark the vehicle delivered.

20:02 · Review the finished document

Here is the finished document for our fictional deal. Check the purchaser and vehicle on the first page, then the financing, trade-in, charges, and payments. The deposit is fifteen hundred dollars, and the amount financed is twenty three thousand, three hundred and eighty three dollars and eighty seven cents. Review every page. In this example the terms continue on page two, and the signatures are blank. Compare the document with the agreement before collecting signatures. Your own document's length can depend on the deal. Use the viewer's page navigation and zoom to read it. Print creates a paper copy through the browser, and Download saves the document file. If the document looks stale or fails to open, try Refresh and review any error if it cannot be regenerated. To return later, open the vehicle in Inventory, choose View full deal from its Deal summary, then View document when it is available. Check the saved document rather than relying on the entries you remember typing. The viewer also offers Previous page, Next page, Current page, Zoom in, Zoom out, and Fit to width. Keyboard shortcuts explains the available keys. Close returns you to the vehicle. Refresh requests an updated document; downloading a file does not fix a source document that cannot be reached.

21:25 · Leave safely and return to the guide

If you choose Cancel after making changes, Carvio asks whether to discard unsaved changes. Keep editing returns you to the form. Discard changes removes that unsaved work and its draft, then exits. That is different from leaving a browser draft available to restore later. When a control is missing, check your role, the vehicle's state, and whether you are in the new workspace. When a field is highlighted, read its message and review that section. For a lender difference, compare the actual quote and settlement before changing amounts. You now have the full route from the vehicle record to a reviewed bill of sale. Use the written guide for the checklist and recovery steps, and the video chapters to repeat a task. For help with a specific issue, include the guide title and what you see, without exposing customer information.

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