Executive Summary
Wheelbase is a comprehensive dealership management platform designed for mid-size used car dealerships (50-500 vehicles). The platform modernizes traditional dealership operations by providing intuitive tools for auction sourcing, inventory tracking, reconditioning workflows, and team collaboration.
Unlike legacy DMS systems, Wheelbase offers a modern, user-friendly interface with real-time data synchronization across web and mobile applications.
Understanding the Basics
This section breaks down the key concepts and terminology you'll encounter throughout this document—no industry experience required.
The Dealership Business Model
Think of a used car dealership like a store that buys products (cars), improves them (reconditioning), and sells them for a profit. The challenge? Every "product" is unique, requires different work, and must be priced correctly to sell.
flowchart LR
subgraph Business["How Dealerships Make Money"]
direction LR
BUY["🛒 BUY LOW\nPurchase vehicles\nat wholesale prices"]
FIX["🔧 ADD VALUE\nFix, clean &\nimprove vehicles"]
SELL["💰 SELL HIGH\nSell at retail\nprices to consumers"]
end
BUY -->|"Inspect & Transport"| FIX
FIX -->|"Price & List"| SELL
style BUY fill:#DBEAFE,stroke:#2563EB,color:#1E40AF
style FIX fill:#FEF3C7,stroke:#D97706,color:#92400E
style SELL fill:#D1FAE5,stroke:#059669,color:#065F46
Key Terms Explained
🔨
Auction
Where dealerships buy vehicles in bulk. Think of it like eBay for cars—but for professionals only. Major auctions include Manheim and ADESA. Dealers bid on hundreds of vehicles, often sight-unseen.
📋
Run List
A catalog of all vehicles available at an upcoming auction. Like a menu at a restaurant—it shows what's available, the condition, mileage, and starting prices. Dealers review these to decide what to bid on.
🔧
Reconditioning (Recon)
The process of making a purchased vehicle ready for sale. This includes mechanical repairs, body work, interior cleaning, detailing, and quality checks. It's like renovating a house before selling it.
🔢
VIN (Vehicle Identification Number)
A unique 17-character code assigned to every vehicle—like a fingerprint or Social Security number for cars. It reveals the car's history, specs, and origin. Example: 1HGCM82633A004352
💻
DMS (Dealer Management System)
The software dealerships use to run their business—inventory, sales, customers, and finances. Traditional DMS systems are often outdated and clunky. Wheelbase modernizes this.
📊
MMR (Manheim Market Report)
The "blue book" wholesale value of a vehicle. It tells dealers what a car is worth when buying/selling between dealers. It's based on real auction transaction data.
📝
Work Order
A task assignment for work that needs to be done on a vehicle. Like a to-do list item with details: what work, who's assigned, when it's due, and how much it costs.
⏱️
Days in Stock (Aging)
How long a vehicle has been sitting on the lot unsold. The longer a car sits, the more it costs the dealer (storage, depreciation, lost opportunity). Fast turnover = healthy business.
Wholesale vs. Retail: Two Different Worlds
flowchart TB
subgraph Wholesale["🏭 WHOLESALE WORLD"]
direction TB
W1["Dealer-to-Dealer Sales"]
W2["Auction Purchases"]
W3["Lower Prices"]
W4["As-Is Condition"]
end
subgraph Retail["🏪 RETAIL WORLD"]
direction TB
R1["Dealer-to-Consumer Sales"]
R2["Lot Sales & Online"]
R3["Higher Prices"]
R4["Reconditioned & Warrantied"]
end
Wholesale -->|"Reconditioning\nAdds Value"| Retail
style W1 fill:#E0E7FF,stroke:#4F46E5,color:#3730A3
style W2 fill:#E0E7FF,stroke:#4F46E5,color:#3730A3
style W3 fill:#E0E7FF,stroke:#4F46E5,color:#3730A3
style W4 fill:#E0E7FF,stroke:#4F46E5,color:#3730A3
style R1 fill:#FCE7F3,stroke:#DB2777,color:#9D174D
style R2 fill:#FCE7F3,stroke:#DB2777,color:#9D174D
style R3 fill:#FCE7F3,stroke:#DB2777,color:#9D174D
style R4 fill:#FCE7F3,stroke:#DB2777,color:#9D174D
|
Wholesale |
Retail |
| Who's Buying? |
Other dealers, auction buyers |
Regular consumers (you and me) |
| Price Level |
Lower (bulk/trade pricing) |
Higher (includes profit margin) |
| Vehicle Condition |
Sold "as-is" with known issues |
Inspected, repaired, detailed |
| Where? |
Auctions, dealer trades |
Dealership lots, online listings |
The Reconditioning Journey
When a dealership buys a vehicle, it rarely goes straight to the sales lot. Here's the typical journey:
flowchart TB
subgraph Journey["🚗 A Vehicle's Journey Through Reconditioning"]
A["📥 ARRIVAL\nVehicle arrives\nfrom auction"]
B["🔍 INSPECTION\nAssess condition,\ndocument issues"]
C["📋 PLANNING\nCreate work list,\nestimate costs"]
D["🔩 PARTS\nOrder needed\nparts"]
E["⚙️ MECHANICAL\nEngine, brakes,\nsuspension"]
F["🚗 BODY\nDents, scratches,\npaint touch-ups"]
G["🪑 INTERIOR\nSeats, carpet,\ndashboard"]
H["✨ DETAIL\nDeep clean,\npolish, protect"]
I["✅ QUALITY CHECK\nFinal inspection,\ntest drive"]
J["🏷️ READY!\nPhotos, pricing,\nlisted for sale"]
end
A --> B --> C --> D --> E --> F --> G --> H --> I --> J
style A fill:#DBEAFE,stroke:#2563EB,color:#1E40AF
style B fill:#DBEAFE,stroke:#2563EB,color:#1E40AF
style C fill:#FEF3C7,stroke:#D97706,color:#92400E
style D fill:#FEF3C7,stroke:#D97706,color:#92400E
style E fill:#FED7AA,stroke:#EA580C,color:#9A3412
style F fill:#FED7AA,stroke:#EA580C,color:#9A3412
style G fill:#FED7AA,stroke:#EA580C,color:#9A3412
style H fill:#D1FAE5,stroke:#059669,color:#065F46
style I fill:#D1FAE5,stroke:#059669,color:#065F46
style J fill:#10B981,stroke:#047857,color:#FFFFFF
⚠️
Why Vehicles Get Stuck
Reconditioning delays cost dealerships money. Common bottlenecks include:
- Waiting for parts — A specific part is backordered or hard to find
- Vendor delays — External shops (body work, glass) have long queues
- Approval needed — Expensive repairs require manager sign-off
- Inspection failures — Quality check reveals missed issues
Who Does What at a Dealership?
flowchart TB
subgraph Team["👥 The Dealership Team"]
OWNER["👔 OWNER\nBig decisions,\nfinances, strategy"]
MGR["📋 MANAGER\nDaily operations,\nauction bidding,\npricing decisions"]
TECH["🔧 TECHNICIAN\nHands-on repairs,\ninspections,\ndetailing"]
VENDOR["🏪 VENDOR\nExternal specialists:\nbody shops, glass,\ntires, transport"]
end
OWNER -->|"Sets budget\n& goals"| MGR
MGR -->|"Assigns\nwork"| TECH
MGR -->|"Outsources\nspecialty work"| VENDOR
style OWNER fill:#8B5CF6,stroke:#6D28D9,color:#FFFFFF
style MGR fill:#2563EB,stroke:#1D4ED8,color:#FFFFFF
style TECH fill:#059669,stroke:#047857,color:#FFFFFF
style VENDOR fill:#D97706,stroke:#B45309,color:#FFFFFF
How Wheelbase Connects It All
Wheelbase is the central hub that connects every part of dealership operations:
flowchart TB
subgraph Wheelbase["🎯 WHEELBASE PLATFORM"]
direction TB
HUB["Central Dashboard"]
end
subgraph Inputs["📥 Data Sources"]
AUC["Auction\nRun Lists"]
VIN_D["VIN\nDecode"]
DMS_I["DMS\nImport"]
end
subgraph Modules["⚙️ Core Functions"]
INV["Inventory\nManagement"]
RECON["Reconditioning\nWorkflow"]
TASKS["Work Orders\n& Tasks"]
ANALYTICS["Analytics\n& Insights"]
end
subgraph Users["👤 Users"]
WEB["💻 Web App\nOffice"]
MOBILE["📱 Mobile App\nShop Floor"]
end
Inputs --> HUB
HUB --> Modules
Modules --> Users
style HUB fill:#1E1E1E,stroke:#F2BD1B,color:#F2BD1B
style AUC fill:#E0E7FF,stroke:#4F46E5,color:#3730A3
style VIN_D fill:#E0E7FF,stroke:#4F46E5,color:#3730A3
style DMS_I fill:#E0E7FF,stroke:#4F46E5,color:#3730A3
style INV fill:#DBEAFE,stroke:#2563EB,color:#1E40AF
style RECON fill:#DBEAFE,stroke:#2563EB,color:#1E40AF
style TASKS fill:#DBEAFE,stroke:#2563EB,color:#1E40AF
style ANALYTICS fill:#DBEAFE,stroke:#2563EB,color:#1E40AF
style WEB fill:#D1FAE5,stroke:#059669,color:#065F46
style MOBILE fill:#D1FAE5,stroke:#059669,color:#065F46
Quick Reference: Abbreviations
VIN Vehicle Identification Number
DMS Dealer Management System
MMR Manheim Market Report
QC Quality Check/Control
ROI Return on Investment
Recon Reconditioning
Platform Architecture
flowchart TB
subgraph Platform["Wheelbase Platform"]
LP["Landing Page"]
WA["Web Application"]
MA["Mobile App"]
end
subgraph External["External Systems"]
AU["Auction Houses"]
VD["VIN Decode API"]
DMS["Dealercenter DMS"]
ACCT["Accounting"]
end
subgraph Data["Cloud Infrastructure"]
DB[(Supabase)]
S3["S3 Storage"]
end
LP --> WA
WA <--> MA
WA <--> DB
MA <--> DB
AU -.->|Run Lists| WA
VD -.->|Vehicle Data| WA
DMS -.->|Inventory Sync| S3
S3 -.->|Webhook| WA
WA -.->|Future| ACCT
style LP fill:#60A5FA,stroke:#1E40AF,color:#1E3A5A
style WA fill:#3B82F6,stroke:#1E40AF,color:#FFFFFF
style MA fill:#60A5FA,stroke:#1E40AF,color:#1E3A5A
style AU fill:#A78BFA,stroke:#5B21B6,color:#2E1065
style VD fill:#A78BFA,stroke:#5B21B6,color:#2E1065
style DMS fill:#A78BFA,stroke:#5B21B6,color:#2E1065
style ACCT fill:#D4D4D8,stroke:#71717A,color:#52525B
style DB fill:#10B981,stroke:#047857,color:#FFFFFF
style S3 fill:#34D399,stroke:#047857,color:#064E3B
| Component |
Purpose |
Status |
| Landing Page |
Marketing site, product information, signup |
Live |
| Web Application |
Full-featured dealership management platform |
Live |
| Mobile App |
On-the-go inspections, VIN scanning, task updates |
In Development |
| VIN Decode Service |
Proprietary vehicle intelligence (Go backend) |
Live |
User Roles & Permissions
flowchart LR
subgraph Team["Dealership Team"]
O["Owner/Admin"]
M["Manager"]
T["Technician"]
end
subgraph Access["Access Levels"]
ALL["Full Platform Access\nConfiguration & Reports"]
OPS["Operations & Analytics\nTeam Management"]
TASKS["Tasks & Inspections\nMobile App"]
end
O --> ALL
M --> OPS
T --> TASKS
style O fill:#8B5CF6,stroke:#5B21B6,color:#FFFFFF
style M fill:#3B82F6,stroke:#1E40AF,color:#FFFFFF
style T fill:#10B981,stroke:#047857,color:#FFFFFF
style ALL fill:#F3E8FF,stroke:#9333EA,color:#581C87
style OPS fill:#DBEAFE,stroke:#2563EB,color:#1E3A8A
style TASKS fill:#D1FAE5,stroke:#059669,color:#064E3B
Owner/Administrator
- Full platform access and configuration
- Financial oversight and reporting
- Team and vendor management
- Multi-dealership management
Manager
- Auction monitoring and bidding decisions
- Inventory oversight and pricing
- Work order assignment and tracking
- Team coordination and scheduling
Technician
- Complete assigned work orders
- Perform vehicle inspections
- Update task status via mobile app
- Document work with photos
Core Modules
1. Auction Management
Source vehicles intelligently from major auction houses.
flowchart LR
subgraph Sources["Auction Sources"]
S1["ADESA"]
S2["Manheim"]
S3["Southern Auto"]
S4["Other"]
end
subgraph Workflow["Auction Workflow"]
A["Browse\nAuctions"]
B["Import\nRun Lists"]
C["Apply Filters\n& Rules"]
D["Build\nWishlist"]
E["Review\n& Bid"]
F["Track\nResults"]
end
S1 & S2 & S3 & S4 --> A
A --> B --> C --> D --> E --> F
style S1 fill:#A78BFA,stroke:#7C3AED,color:#2E1065
style S2 fill:#A78BFA,stroke:#7C3AED,color:#2E1065
style S3 fill:#A78BFA,stroke:#7C3AED,color:#2E1065
style S4 fill:#C4B5FD,stroke:#7C3AED,color:#4C1D95
style A fill:#DBEAFE,stroke:#2563EB,color:#1E3A8A
style B fill:#DBEAFE,stroke:#2563EB,color:#1E3A8A
style C fill:#FEF3C7,stroke:#D97706,color:#78350F
style D fill:#FEF3C7,stroke:#D97706,color:#78350F
style E fill:#D1FAE5,stroke:#059669,color:#064E3B
style F fill:#D1FAE5,stroke:#059669,color:#064E3B
Key Features
- Import run lists from ADESA, Manheim, Southern Auto, and others
- Create intelligent wishlists with custom filter rules
- Filter vehicles based on predefined criteria and historical data
- Track auction schedules (one-time, weekly, monthly)
- Manage bidding approval workflows
Stop manually reviewing hundreds of vehicles. Let smart filters surface the profitable opportunities.
2. Inventory Management
Track every vehicle from acquisition to sale.
flowchart TB
subgraph Lifecycle["Vehicle Lifecycle"]
ACQ["Acquired"]
INTAKE["Intake\nInspection"]
RECON["Reconditioning"]
READY["Ready\nfor Sale"]
SOLD["Sold"]
end
subgraph Tracking["Real-Time Tracking"]
QR["QR Code\nLookup"]
AGING["Days in\nStock"]
PROFIT["Profit\nMargins"]
LOC["Location\nTracking"]
end
ACQ --> INTAKE --> RECON --> READY --> SOLD
QR -.-> Lifecycle
AGING -.-> Lifecycle
PROFIT -.-> Lifecycle
LOC -.-> Lifecycle
style ACQ fill:#DBEAFE,stroke:#2563EB,color:#1E3A8A
style INTAKE fill:#FEF3C7,stroke:#D97706,color:#78350F
style RECON fill:#FED7AA,stroke:#EA580C,color:#7C2D12
style READY fill:#D1FAE5,stroke:#059669,color:#064E3B
style SOLD fill:#10B981,stroke:#047857,color:#FFFFFF
style QR fill:#F3E8FF,stroke:#9333EA,color:#581C87
style AGING fill:#F3E8FF,stroke:#9333EA,color:#581C87
style PROFIT fill:#F3E8FF,stroke:#9333EA,color:#581C87
style LOC fill:#F3E8FF,stroke:#9333EA,color:#581C87
Key Features
- Real-time inventory tracking across locations
- QR code integration for instant vehicle lookup
- Complete vehicle details (specs, condition, financials)
- Pipeline status management with custom stages
- Aging analysis to identify slow-moving inventory
- Profit tracking per vehicle (purchase price, recon costs, sale price)
Know exactly where every vehicle stands—financially and physically—at any moment.
3. Reconditioning Workflow
Transform acquired vehicles into sale-ready inventory.
flowchart LR
subgraph Pipeline["Customizable Recon Pipeline"]
P["Planning"]
PA["Parts"]
ME["Mechanical"]
BO["Body"]
IN["Interior"]
DE["Detail"]
QC["QC"]
DONE["Complete"]
end
subgraph Holds["Hold Reasons"]
H1["Waiting\nfor Parts"]
H2["Vendor\nDelay"]
H3["Pending\nApproval"]
H4["Transport\nDelay"]
end
P --> PA --> ME --> BO --> IN --> DE --> QC --> DONE
H1 -.->|blocks| PA
H2 -.->|blocks| ME
H3 -.->|blocks| BO
style P fill:#DBEAFE,stroke:#2563EB,color:#1E3A8A
style PA fill:#FEF3C7,stroke:#D97706,color:#78350F
style ME fill:#FED7AA,stroke:#EA580C,color:#7C2D12
style BO fill:#FECACA,stroke:#DC2626,color:#7F1D1D
style IN fill:#FED7AA,stroke:#EA580C,color:#7C2D12
style DE fill:#FEF3C7,stroke:#D97706,color:#78350F
style QC fill:#D1FAE5,stroke:#059669,color:#064E3B
style DONE fill:#10B981,stroke:#047857,color:#FFFFFF
style H1 fill:#FEE2E2,stroke:#EF4444,color:#7F1D1D
style H2 fill:#FEE2E2,stroke:#EF4444,color:#7F1D1D
style H3 fill:#FEE2E2,stroke:#EF4444,color:#7F1D1D
style H4 fill:#FEE2E2,stroke:#EF4444,color:#7F1D1D
Key Features
- Customizable recon stages per dealership
- Assign work to internal team or external vendors
- Track vehicle progress through each stage
- Hold management for delays (parts, vendors, approvals)
- Kanban board visualization
- Automatic recon cycle creation on vehicle intake
Eliminate reconditioning bottlenecks. Know exactly what's holding up each vehicle.
4. Work Orders & Tasks
Manage all work across the dealership.
stateDiagram-v2
direction LR
[*] --> Draft: Create
Draft --> Open: Submit
Open --> Scheduled: Assign Date
Scheduled --> InProgress: Start Work
InProgress --> Blocked: Issue Found
Blocked --> InProgress: Resolved
InProgress --> Completed: Finish
Completed --> [*]
classDef draft fill:#E5E7EB,stroke:#6B7280,color:#374151
classDef open fill:#DBEAFE,stroke:#2563EB,color:#1E3A8A
classDef scheduled fill:#FEF3C7,stroke:#D97706,color:#78350F
classDef progress fill:#FED7AA,stroke:#EA580C,color:#7C2D12
classDef blocked fill:#FEE2E2,stroke:#EF4444,color:#7F1D1D
classDef done fill:#D1FAE5,stroke:#059669,color:#064E3B
class Draft draft
class Open open
class Scheduled scheduled
class InProgress progress
class Blocked blocked
class Completed done
Key Features
- Create work orders linked to vehicles and recon stages
- Assign to team members or vendors
- Priority levels (Urgent, High, Medium, Low)
- Track status through complete lifecycle
- Comments and photo attachments for collaboration
- Dual views: Table and Kanban board
Never lose track of what needs to be done. Full visibility for managers, clear assignments for technicians.
5. Vehicle Inspections
Comprehensive vehicle assessment at intake and throughout reconditioning.
flowchart TB
subgraph Capture["Inspection Data"]
EXT["Exterior\nCondition"]
INT["Interior\nCondition"]
DMG["Damage\nAssessment"]
HIST["Accident &\nOwner History"]
end
subgraph Valuation["Valuation Inputs"]
CG["CarGuru\nPricing"]
CF["CarFax\nValue"]
MMR["MMR\nWholesale"]
RECON["Est. Recon\nCost"]
end
subgraph Output["Decision Support"]
BUY["Buy/Pass\nDecision"]
PRICE["Pricing\nStrategy"]
MARGIN["Profit\nProjection"]
end
Capture --> Output
Valuation --> Output
style EXT fill:#DBEAFE,stroke:#2563EB,color:#1E3A8A
style INT fill:#DBEAFE,stroke:#2563EB,color:#1E3A8A
style DMG fill:#FEE2E2,stroke:#EF4444,color:#7F1D1D
style HIST fill:#F3E8FF,stroke:#9333EA,color:#581C87
style CG fill:#D1FAE5,stroke:#059669,color:#064E3B
style CF fill:#D1FAE5,stroke:#059669,color:#064E3B
style MMR fill:#D1FAE5,stroke:#059669,color:#064E3B
style RECON fill:#FEF3C7,stroke:#D97706,color:#78350F
style BUY fill:#10B981,stroke:#047857,color:#FFFFFF
style PRICE fill:#10B981,stroke:#047857,color:#FFFFFF
style MARGIN fill:#10B981,stroke:#047857,color:#FFFFFF
Make informed decisions about vehicle acquisition and pricing with complete condition data.
6. Vendor Management
Coordinate with external service providers.
flowchart LR
subgraph Types["Vendor Types"]
BODY["Body Shop"]
DETAIL["Detail Shop"]
MECH["Mechanical"]
GLASS["Glass"]
TIRE["Tires"]
TRANS["Transport"]
end
subgraph Management["Vendor Management"]
DIR["Vendor\nDirectory"]
ASSIGN["Work\nAssignment"]
TRACK["Performance\nTracking"]
end
Types --> DIR --> ASSIGN --> TRACK
style BODY fill:#DBEAFE,stroke:#2563EB,color:#1E3A8A
style DETAIL fill:#D1FAE5,stroke:#059669,color:#064E3B
style MECH fill:#FED7AA,stroke:#EA580C,color:#7C2D12
style GLASS fill:#E0E7FF,stroke:#4F46E5,color:#312E81
style TIRE fill:#FEF3C7,stroke:#D97706,color:#78350F
style TRANS fill:#F3E8FF,stroke:#9333EA,color:#581C87
style DIR fill:#F3F4F6,stroke:#6B7280,color:#374151
style ASSIGN fill:#F3F4F6,stroke:#6B7280,color:#374151
style TRACK fill:#F3F4F6,stroke:#6B7280,color:#374151
7. Demand Insights
Understand what inventory moves fastest.
Key Features
- Auto-categorize inventory by demand patterns
- Configure custom demand categories
- Track inventory against demand targets
- Identify gaps in high-demand categories
- Surface unlabeled inventory for review
Stock what sells. Avoid what sits.
Mobile Application
Purpose-built for field operations and on-the-go updates.
flowchart TB
subgraph Mobile["Mobile App Features"]
SCAN["VIN Barcode\nScanning"]
ADD["Add New\nVehicles"]
INSPECT["Complete\nInspections"]
TASKS["View & Update\nTasks"]
RECON["Track Recon\nProgress"]
PHOTO["Photo\nDocumentation"]
end
subgraph Planned["Coming Soon"]
PUSH["Push\nNotifications"]
OFFLINE["Offline\nMode"]
end
SCAN --> ADD --> INSPECT
TASKS --> RECON
INSPECT --> PHOTO
style SCAN fill:#3B82F6,stroke:#1E40AF,color:#FFFFFF
style ADD fill:#3B82F6,stroke:#1E40AF,color:#FFFFFF
style INSPECT fill:#3B82F6,stroke:#1E40AF,color:#FFFFFF
style TASKS fill:#3B82F6,stroke:#1E40AF,color:#FFFFFF
style RECON fill:#3B82F6,stroke:#1E40AF,color:#FFFFFF
style PHOTO fill:#3B82F6,stroke:#1E40AF,color:#FFFFFF
style PUSH fill:#D4D4D8,stroke:#71717A,color:#52525B
style OFFLINE fill:#D4D4D8,stroke:#71717A,color:#52525B
Current Status: Prototype — production-ready version in development
End-to-End Workflow
Acquisition to Sale Pipeline
flowchart TB
subgraph Source["1. SOURCE"]
direction TB
A1["Browse Auctions"]
A2["Import Run Lists"]
A3["Apply Filters"]
A4["Build Wishlist"]
A5["Bid & Purchase"]
A1 --> A2 --> A3 --> A4 --> A5
end
subgraph Intake["2. INTAKE"]
direction TB
B1["Vehicle Arrives"]
B2["Initial Inspection"]
B3["Capture Condition"]
B4["Estimate Recon"]
B1 --> B2 --> B3 --> B4
end
subgraph Recon["3. RECONDITION"]
direction TB
C1["Create Recon Plan"]
C2["Assign Work Orders"]
C3["Track Progress"]
C4["Quality Check"]
C1 --> C2 --> C3 --> C4
end
subgraph Sale["4. SELL"]
direction TB
D1["Set Asking Price"]
D2["Ready for Sale"]
D3["Track Profit"]
D1 --> D2 --> D3
end
Source --> Intake --> Recon --> Sale
style A1 fill:#A78BFA,stroke:#7C3AED,color:#2E1065
style A2 fill:#A78BFA,stroke:#7C3AED,color:#2E1065
style A3 fill:#A78BFA,stroke:#7C3AED,color:#2E1065
style A4 fill:#A78BFA,stroke:#7C3AED,color:#2E1065
style A5 fill:#8B5CF6,stroke:#5B21B6,color:#FFFFFF
style B1 fill:#60A5FA,stroke:#2563EB,color:#1E3A8A
style B2 fill:#60A5FA,stroke:#2563EB,color:#1E3A8A
style B3 fill:#60A5FA,stroke:#2563EB,color:#1E3A8A
style B4 fill:#3B82F6,stroke:#1E40AF,color:#FFFFFF
style C1 fill:#FBBF24,stroke:#D97706,color:#78350F
style C2 fill:#FBBF24,stroke:#D97706,color:#78350F
style C3 fill:#FBBF24,stroke:#D97706,color:#78350F
style C4 fill:#F59E0B,stroke:#B45309,color:#FFFFFF
style D1 fill:#34D399,stroke:#059669,color:#064E3B
style D2 fill:#34D399,stroke:#059669,color:#064E3B
style D3 fill:#10B981,stroke:#047857,color:#FFFFFF
Multi-Tenancy & Security
flowchart TB
subgraph Org["Organization - Tenant"]
D1["Dealership 1\nMain Location"]
D2["Dealership 2\nSecondary"]
D3["Dealership 3\nSatellite"]
end
subgraph Security["Security Layer"]
RLS["Row-Level\nSecurity"]
RBAC["Role-Based\nAccess"]
ENC["Data\nEncryption"]
AUDIT["Audit\nLogging"]
end
Org --> Security
style D1 fill:#3B82F6,stroke:#1E40AF,color:#FFFFFF
style D2 fill:#60A5FA,stroke:#2563EB,color:#1E3A8A
style D3 fill:#93C5FD,stroke:#3B82F6,color:#1E40AF
style RLS fill:#10B981,stroke:#047857,color:#FFFFFF
style RBAC fill:#10B981,stroke:#047857,color:#FFFFFF
style ENC fill:#10B981,stroke:#047857,color:#FFFFFF
style AUDIT fill:#10B981,stroke:#047857,color:#FFFFFF
- Complete data isolation between organizations
- Support for multiple dealership locations per organization
- Role-based access control
- Enterprise-grade security (SOC 2 certification in progress)
Integrations
flowchart LR
subgraph Current["Current Integrations"]
AU["Auction Houses\nRun List Import"]
VIN["VIN Decode\nVehicle Intelligence"]
WH["Webhooks\nData Sync"]
end
subgraph InProgress["In Progress"]
DMS["Dealercenter\nS3 + Webhook"]
end
subgraph Planned["Planned"]
ACCT["Accounting\nQuickBooks/Xero"]
MORE["More Auctions"]
end
WB["Wheelbase"]
Current --> WB
InProgress --> WB
Planned -.-> WB
style AU fill:#D1FAE5,stroke:#059669,color:#064E3B
style VIN fill:#D1FAE5,stroke:#059669,color:#064E3B
style WH fill:#D1FAE5,stroke:#059669,color:#064E3B
style DMS fill:#FEF3C7,stroke:#D97706,color:#78350F
style ACCT fill:#E5E7EB,stroke:#6B7280,color:#374151
style MORE fill:#E5E7EB,stroke:#6B7280,color:#374151
style WB fill:#3B82F6,stroke:#1E40AF,color:#FFFFFF
| Integration |
Status |
Purpose |
| Auction Houses |
Live |
Import run lists, track purchases |
| VIN Decode Service |
Live |
Vehicle specs, history, valuation |
| Webhooks |
Live |
Receive data from external systems |
| Dealercenter DMS |
In Progress |
Inventory sync via S3 bucket |
| Accounting Software |
Planned |
QuickBooks, Xero integration |
Product Roadmap
6-Month Development Plan
gantt
title Wheelbase 6-Month Roadmap
dateFormat YYYY-MM-DD
tickInterval 1month
axisFormat %b
section Core Platform
UI Polish & Cleanup :active, ui, 2026-01-01, 2026-02-28
Photo Management System :active, photo, 2026-01-01, 2026-03-31
section Auction Module
Default Filters Completion :active, filters, 2026-01-01, 2026-02-28
section Analytics
Price Analytics Engine :analytics, 2026-02-01, 2026-04-30
Appraisal Engine :appraisal, 2026-03-01, 2026-05-31
section Integrations
Dealercenter S3 Webhook :dms, 2026-02-01, 2026-03-31
Additional Auction Sources :auctions, 2026-04-01, 2026-06-30
section Mobile
Production-Ready App :crit, mobile, 2026-01-01, 2026-04-30
Push Notifications :push, 2026-03-01, 2026-04-30
Offline Mode :offline, 2026-04-01, 2026-06-30
Phase Breakdown
Phase 1: Foundation (Months 1-2)
| Feature |
Description |
Impact |
| UI Polish & Cleanup |
Modernize interface, improve consistency, enhance UX |
Better user experience, reduced training time |
| Photo Management |
Full photo upload, gallery, and annotation system |
Complete vehicle documentation |
| Default Auction Filters |
Complete predefined filter rules for run lists |
Faster auction evaluation |
Phase 2: Intelligence (Months 2-4)
| Feature |
Description |
Impact |
| Price Analytics Engine |
Market pricing trends, competitive analysis |
Data-driven pricing decisions |
| Dealercenter Integration |
S3 bucket webhook for inventory sync |
Eliminate manual data entry |
| Mobile App (Production) |
Stable, feature-complete mobile application |
Field team productivity |
Phase 3: Advanced (Months 4-6)
| Feature |
Description |
Impact |
| Appraisal Engine |
Automated valuations with recon cost estimates |
Instant buy/pass decisions at auction |
| Push Notifications |
Task alerts, auction reminders, status updates |
Real-time team communication |
| Offline Mode |
Work without internet, sync when connected |
Auction floor reliability |
| Additional Auction Sources |
Expand auction house integrations |
Broader sourcing options |
Future Vision (12+ Months)
flowchart LR
subgraph Future["Long-Term Vision"]
CRM["CRM Module\nCustomer Management"]
SALES["Sales Pipeline\nDeal Tracking"]
MKT["Marketing\nIntegrations"]
FIN["Financial\nReporting"]
AI["AI Auction\nRecommendations"]
end
style CRM fill:#E5E7EB,stroke:#6B7280,color:#374151
style SALES fill:#E5E7EB,stroke:#6B7280,color:#374151
style MKT fill:#E5E7EB,stroke:#6B7280,color:#374151
style FIN fill:#D4D4D8,stroke:#71717A,color:#52525B
style AI fill:#D4D4D8,stroke:#71717A,color:#52525B
- CRM Module: Customer management, lead tracking
- Sales Pipeline: Deal flow, negotiations, closing
- Marketing Integrations: Cars.com, AutoTrader, Facebook Marketplace
- Financial Reporting: P&L statements, cost accounting, ROI analysis
- AI Auction Recommendations: ML-powered suggestions based on demand patterns and historical performance
Platform Benefits
For Dealership Owners
- Full visibility into operations and profitability
- Reduce time vehicles spend in reconditioning
- Make data-driven acquisition decisions
- Scale operations across multiple locations
For Managers
- Streamline daily operations
- Eliminate spreadsheet chaos
- Track team productivity
- Reduce communication overhead
For Technicians
- Clear task assignments
- Mobile-friendly workflow
- Easy documentation with photos
- Know exactly what's expected
Summary
Wheelbase transforms dealership operations by replacing fragmented tools and manual processes with a unified, modern platform. From auction sourcing through reconditioning to final sale, every step is tracked, optimized, and visible.
Core Value Proposition:
Know what to buy, track what you have, move it faster, and understand your margins—all in one place.