Find the buyer company, complete its required details and understand when a new dealer record is saved.
Before you start
Section titled “Before you start”Access: An Admin, Sales or Accounting role to start from the vehicle record. These instructions show the new Wholesale bill of sale design.
- A vehicle with a listing price and no existing bill of sale. For an existing wholesale agreement, use Edit deal.
- The purchasing dealer’s registration number, HST registration number and address.
- The buyer representative’s first and last name and salesperson registration number. Email can be required by dealership settings.
- The agreed discount, tax selection, licence fee, deposit and verified vehicle history.
Where to go
Inventory → Open the vehicle → Create Deal → Wholesale deal → Try the new design, if offered
Watch the walkthrough
Section titled “Watch the walkthrough”14:44 · English narration · Fictional demonstration
The video could not load. Try the video file, or use the written steps and transcript below.
The complete wholesale walkthrough shows the route from Inventory, the buyer company and representative, disclosures, settlement, recovery and the finished document. English captions are included in the picture; a selectable caption track is also available.
All 14 video chapters
- Create a wholesale bill of sale
- Open the wholesale workspace
- Restore unsaved wholesale entries
- Navigate the wholesale form
- Check the vehicle and searches
- Choose the purchasing dealer
- Choose the buyer’s representative
- Record wholesale disclosures
- Review wholesale settlement
- Record the deposit and remaining balance
- Review the complete breakdown
- Save and resolve highlighted fields
- Review the saved wholesale document
- Recover without duplicating records
Read the video transcript
0:03 · Create a wholesale bill of sale
Let's create a wholesale bill of sale in Carvio, from finding the vehicle to reviewing the finished document. Wholesale is for selling your inventory to another dealer or at auction. It is different from recording a vehicle purchase.
Our fictional example sells a 2022 Honda CR-V, stock DEMO W zero one two, to Lakeshore Demo Motors. Avery Morgan represents the buyer. We'll review every section, the choices you can make, and the recovery steps. Use the chapters to return to a particular task.
0:37 · Open the wholesale workspace
Open Inventory and choose the stock list that contains the vehicle. Search by VIN, stock number, or model, then open the matching record. Check the vehicle and stock number. Choose Create Deal, then Wholesale deal. An in-stock row can also offer Actions, Create deal, then Wholesale deal.
Starting from the vehicle record requires Admin, Sales, or Accounting access, a listing price, and no existing bill of sale. If creation is unavailable, check those details with your administrator. Add a missing listing price on the vehicle first. This form does not change the inventory price.
If you see New Bill of Sale is available, choose Try the new design before entering work. This tutorial uses that design. To change an existing wholesale agreement, use Edit deal, or View full deal and Edit deal. There is no retail-to-wholesale switch inside an existing agreement.
1:34 · Restore unsaved wholesale entries
If a draft notice appears, choose Restore entries to resume unsaved work for this wholesale vehicle in the same browser. Review the restored dealer, representative, disclosures and amounts. Discard in that notice removes the draft when you no longer need it.
A draft is not a saved agreement or a backup on another device. Return through the same wholesale workflow. Another browser, cleared browser data, or changes to an already saved agreement can mean an earlier draft is not offered. Save the actual bill of sale when it is ready.
2:09 · Navigate the wholesale form
The section bar has Vehicle and sale, Purchasing dealer, and Disclosures. On a wide screen, Terms of settlement stays on the right. The buyer is the purchasing dealer; the representative is the person acting for that buyer.
On a phone or narrow workspace, use Edit settlement in the balance strip, or Terms of settlement in section navigation. Back to details returns to the form. You are editing the same agreement in either view.
Wholesale does not offer the retail financing, trade-in, warranty or delivery-notes sections. You do not need to search for a Cash or Finance switch here.
2:48 · Check the vehicle and searches
In Vehicle and sale, confirm Sale date. Review the odometer at the time of sale and its Unit. Our example uses a working odometer at sixty two thousand, five hundred kilometres. Use the unit that matches the actual reading.
If the odometer is broken, choose Broken. If a confirmed earlier reading exists, choose Yes, enter the last reading, then complete Last known reading, Last reading unit, and Date of last reading. If there is no confirmed 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.
Under Vehicle searches provided, review UCDA lien search, CARFAX Canada, AutoCheck, and Ontario history search. Select only searches actually provided for the agreement. These checkboxes record what was provided; they do not run or purchase a search. We will leave searches unselected and return to the working odometer for our finished example.
3:50 · Choose the purchasing dealer
Open Purchasing dealer. In Search or add a dealer, type the buyer's name, email, or registration number. Use a specific search and check the registration, email, and address in the result before selecting it.
If the correct dealer is genuinely absent, the Create option saves a new dealer company immediately using the typed name. It then reveals the details to complete. Check for an existing record first: cancelling the bill of sale later does not delete a company you created here.
Review Dealer registration number, HST registration number, and Dealer address. These are required. Dealer email and Dealer phone are optional; check their format when entered. A phone number needs at least ten digits. Missing details open for completion. Use Edit details to correct an existing dealer, then Done to finish the section edit.
For the address, select the correct search suggestion and review its summary. Edit address details lets you correct the street, unit, city, province, postal code and country. If address search is unavailable or has no useful match, use Enter manually, complete the fields, and choose Done. Clear address removes the selected address, so complete it before saving.
Change reopens the dealer picker. Keep selected dealer cancels that selection change. Selecting a different dealer clears the previous representative choice; choose the person for the new buyer. Editing these dealer details updates the shared dealer record when you save the bill of sale.
5:25 · Choose the buyer’s representative
Next, choose the Purchasing representative for the selected dealer. Search or select the correct person and check their email or salesperson registration to distinguish similar names. This is the buyer's representative, not your selling dealership's salesperson.
If no representative exists, the fields open for a new person. The Create option in the representative picker also prepares a new person in this agreement. Complete Representative first name, Representative last name, and Salesperson registration number. Representative email can be required by dealership settings; enter a valid email when supplied. The salesperson registration is different from the dealer's registration and HST number.
Use Edit details to correct a representative, then Done. Change selects another person, and Keep selected representative retains the current one. Review shared-record changes before saving. A new representative is saved with the bill-of-sale save process. Our completed example uses Avery Morgan, with the fictional registration shown.
6:33 · Record wholesale disclosures
Open Disclosures and choose Add to include vehicle disclosures. Review the actual history for this vehicle. Adding the section does not check that history for you.
Start with Registration brand: None, Irreparable, Rebuilt, or Salvage. Previous use records a taxi or limousine, police cruiser, emergency service vehicle, or daily rental when applicable. Review previous registration outside the province or in the United States, selecting the relevant province or state. Review Previously declared a total loss and Theft recovery separately.
In Damage and repairs, review Fire damage, Water damage, Structural damage, Body panels painted, and Requires repair. Enter Previous damage slash repair cost when it applies.
In Safety, equipment and warranty, review ABS condition and Airbag condition as Operational, Inoperable, or Not applicable. Review Pollution controls inoperable, Manufacturer badge changed, and Manufacturer warranty cancelled. Use Other disclosures and Disclosure details for the information that belongs in the agreement.
Some selections require Disclosure details. If that message appears, explain the relevant history before choosing Done. A form requirement is not a substitute for checking the dealership's disclosure obligations. Review the summary after finishing. Remove vehicle disclosures excludes this section from the agreement; it does not establish that the vehicle has no history. Our fictional final example has no additional disclosures, so we remove this demonstration section before the final review.
8:13 · Review wholesale settlement
In Terms of settlement, review Inventory price and enter the agreed Discount, including zero when there is none. The discount cannot be negative or exceed the inventory price. Selling price shows the result. In our example, eighteen thousand dollars less a five hundred dollar discount gives a selling price of seventeen thousand, five hundred dollars.
Review Vehicle tax and choose the available rate that applies to this agreement. A purchaser-province choice displays its current percentage; confirm that displayed rate rather than assuming the buyer's address makes it correct. Our fictional example explicitly uses thirteen percent. Review Licence fee and enter the actual amount; our example uses zero.
The new wholesale form has no Add fee or Fuel charge control. An existing agreement can include fees from its saved bill; we will review that case separately. There is no lender schedule, deposit method, or separate cash-payable field here. The remaining amount is Balance due on delivery.
9:17 · Record the deposit and remaining balance
Under Payments, enter Deposit received as the amount actually received. Watch the example change from a one thousand dollar deposit to two thousand dollars. With the other terms unchanged, Balance due on delivery falls from eighteen thousand, seven hundred and seventy five dollars to seventeen thousand, seven hundred and seventy five dollars.
That is one thousand dollars more deposited and one thousand dollars less remaining. The full sale total stays nineteen thousand, seven hundred and seventy five dollars. Recording a deposit here does not collect a payment. A deposit cannot be negative or exceed the total; correct the amount if the form highlights it.
10:00 · Review the complete breakdown
Choose View calculation to open Complete calculation. Review Vehicle and extras, Tax, Total sale cost, and Payments. Our example shows a seventeen thousand, five hundred dollar selling price, two thousand, two hundred and seventy five dollars of tax, and a nineteen thousand, seven hundred and seventy five dollar sale total. After the two thousand dollar deposit, seventeen thousand, seven hundred and seventy five dollars remains.
Use Larger text for easier reading and Smaller text to return. Scroll through the full breakdown. Hide calculation returns to the entry fields.
When editing an older wholesale bill, the breakdown can show Fees on saved bill and Fee tax on saved bill. Those are existing amounts, not editable fee rows here. If changing Vehicle tax shows an estimate advisory for those fees, review the newly generated document after saving. We are showing that older-bill case separately; our completed example has no fees.
11:00 · Save and resolve highlighted fields
Before saving, check the buyer company and representative, vehicle, sale date, odometer, searches provided, disclosures, selling price, tax, licence fee, deposit and balance. Done finishes an individual editor; Save bill of sale saves the agreement.
Choose Save bill of sale when ready. If required information is missing, use Review fields and correct the highlighted entries. Check the representative's registration and any required email, the dealer's registration, HST and address, and any requested Disclosure details. Wait while dealer or representative details finish loading.
If Bill of sale wasn't saved appears, read the actual error, correct the issue and retry. The entries remain available. Do not assume a failed bill-of-sale save undid every shared dealer or representative change. Check existing records before creating another. A complete form or draft on screen is not confirmation of a successful save.
After a successful save, Carvio returns to the vehicle and opens the document when available. If the Deal drawer appears first, use View document when it is available. Saving does not approve the agreement, mark it delivered, or collect signatures.
12:19 · Review the saved wholesale document
The saved deal is identified as Wholesale. The Deal drawer shows the selling price and purchaser. To reopen it later, return to the vehicle in Inventory and choose View full deal. Edit deal returns to the saved wholesale agreement; use View document to review its document.
Here is the completed fictional Carvio wholesale sheet. Check the selling and purchasing dealers, their representatives and registrations, the vehicle, odometer, date and any searches or disclosures. Review its price, discount, tax, licence fee, total, terms and signature areas. Our example is one page and remains unsigned. Review every page of your own document; another dealership's selected template can be arranged differently.
Notice that this sheet prints the full sale total of nineteen thousand, seven hundred and seventy five dollars. This current template has no deposit or remaining-balance fields. Do not read that printed total as the amount still owing. Review the saved agreement in Edit deal to check the two thousand dollar deposit and seventeen thousand, seven hundred and seventy five dollar balance.
Use the viewer's Zoom in, Zoom out, and Fit to width to read it. Download saves the file; Print opens browser printing. Page controls apply when a document has more pages. Refresh requests an updated document if it is stale or cannot be reached; review an error if refresh cannot finish. Downloading a file does not repair a missing source document. Close returns you to the vehicle. Collapse documents panel gives the page more space. Keyboard shortcuts shows the viewer's available keys.
13:57 · Recover without duplicating records
If dealer search could not load, try a specific search again. A failed search is not proof the dealer is absent. If the representatives could not load, check the message before creating someone new. This section does not offer a separate Retry button.
When you choose Cancel with unsaved edits, Keep editing returns to the form. Discard changes removes that unsaved work and draft, then exits. It does not delete a dealer company already created from the picker.
You now have the route from Inventory to a reviewed wholesale bill of sale. Use the written checklist and the chapters to repeat any part. For help with a particular issue, include what you see on screen without sharing customer information.
Choose the buyer and representative
Section titled “Choose the buyer and representative”Find the purchasing dealer
Watch 3:50In Purchasing dealer, use Search or add a dealer. Search the name, email or registration number and check the identifying details before selecting. This is the buyer company.
Check the company, not just a similar name. Select image to enlarge. More detail: Select a purchasing dealer
Create a dealer only when it is genuinely new
If the correct dealer is absent, Create “[name]” saves a shared dealer company immediately, then reveals the details to complete. Search carefully first. Cancelling the bill of sale does not delete a company already created here.
Complete the dealer details
Review Dealer registration number, HST registration number and Dealer address. They are required. Dealer email and Dealer phone are optional; when entered, use a valid email and at least ten phone digits.
Use Edit details to correct the company and Done to finish that editor. For the address, select the right suggestion or use Enter manually. Edit address details opens Street address, Unit, City, Province, Postal code and Country. Review the parts and choose Done.
Change reopens the dealer picker; Keep selected dealer retains the selection. Choosing a different company clears the prior representative. Shared dealer details are updated when the bill of sale is saved.
Review the company details and every address part. Select image to enlarge.
Expected result
Section titled “Expected result”The correct purchasing company is selected, with its registration, HST and address ready for the wholesale agreement. Review its representative before saving.
If something isn’t right
Section titled “If something isn’t right”I created a company and then cancelled the bill
The dealer company is created immediately by Create “[name]”. Cancelling the bill does not delete that company. Search for it before creating another.
The buyer’s name is similar to another company
Check registration, email and address in the result. Use a more specific search. Change reopens selection; Keep selected dealer retains the current buyer.
Changing dealer removed the representative choice
Select a representative for the new buyer. The previous buyer’s representative is cleared when you choose a different company.
Related guides
Section titled “Related guides”- Create a wholesale Deal
Sell an inventory vehicle to a dealer, record the buyer and settlement, then review the saved wholesale document.
- Choose a wholesale representative
Select or add the person representing the purchasing dealer and complete the required registration details.