Dealer team SOPs

These pages are standard operating procedures (SOPs) for the people at a dealer who sell parts on Gearflow: the counter rep, the inside sales rep and the parts manager. Each page gives one task: who does it, when, the numbered steps, what you see after, and the mistakes to avoid.

The pages describe the screens as of November 4, 2026. If a screen on your account does not match a step, tell your Gearflow contact.

New to Gearflow? Start with the dealer how-to videos: four short videos on quoting, the quote PDF, messages and finding a request.

#The daily flow

A parts request moves through five lanes on the Parts page. Each SOP covers one part of that flow.

#All SOPs

1. Work the requests inbox: find new requests, take ownership, open one.
2. Quote a request: lines, catalog pick, In stock, the customer's discount, send by text or email, the quote PDF.
3. Customer approval by text or email: what the customer gets, what replies count, where the answer lands.
4. PO numbers: the PO number at approval, the require-a-PO setting, and the PO reader on replies.
5. Ship or stage an order: Mark shipped, Ready for pickup, the shipment note, Mark fulfilled.
6. Called-in requests: log a request a customer phoned in, and the texts they get.
7. Messages: Mentions and Subscribed: where customer replies go and how to keep up with them.
8. Customers and their units: add customers and contacts, set a discount, tag units.

Videos: Dealer how-to videos shows four of these tasks on screen.

#Before you start

• Your seat must be able to send quotes. If a quote sheet says "A dispatcher sends quotes.", ask your account admin to give you a seat that can source parts.
• Each customer needs at least one contact with an email or a phone number. A quote goes to the customer's contacts. A contact with neither (for example, one made before this rule) gets nothing.
• Turn on texts for yourself. Go to Settings → Your notifications and add and verify your phone, so you get a text when a customer answers.