WhatsApp training · Dealer playbook

Talk to AutoMargin like a colleague.

No app to install. Save one number, message it like a person, and your costs, photos, license discs, sales and queries land on the right unit automatically. This page shows you every way to use it.

AutoMargin WhatsApp

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Read this first

Ten things that make the difference between “wow” and “why did it do that?”

The AI is good. These habits make it great. Skim them once, refer back any time.

Tip 01

Talk freely on voice notes — but be specific

Don't just say "add to Hilux." Say "add the photo I just sent to the white Toyota Hilux gallery," or "use the licence disc to update the info for the Blue Polo." The AI uses what you say to pick the right unit.

Tip 02

Anything OCR'd asks for a yes

Photos of receipts, license discs, or written documents always come back with a "Confirm?" prompt. Reply yes / ja / yebo / 👍 to commit, or correct the values first.

Tip 03

Hand-written carwash slips work too

Snap a photo of any handwritten invoice. Vendor, amount and a short description get pulled out automatically. Add the unit reference ("add to white Hilux") and you're done.

Tip 04

AI gets it right almost all the time — but check

We're at ~95%. The Confirm? prompt is your last chance to spot a misheard amount, wrong unit, or a date the OCR flipped. Always glance before you say yes.

Tip 05

Say cancel if it's wrong before starting a new chat

Words like cancel / scrap that / never mind / abort close the conversation cleanly. If you start a new instruction without cancelling, the AI may still think you're correcting the previous one.

Tip 06

Wait for the reply before your next instruction

Two messages back-to-back can be merged onto the same unit. If you've already pressed send, finish that flow first — then send your next request.

Tip 07

Tell us if it's a photo or a document

Vehicle pics go to the unit's gallery, license discs and forms go to Documents, receipts become expenses. The AI guesses well, but a phrase like "add to gallery" or "save as document" makes it foolproof.

Tip 08

Your mobile number must match

Whoever messages from WhatsApp must be on the team with that exact mobile number on their profile. If we can't match the number, you'll get a friendly reply pointing you to your Profile.

Tip 09

Licence renewal forms are special — pick 1, 2 or 3

Snap the full SA renewal form (coat of arms, receipt, round disc cut-out at the bottom) and AutoMargin sees both an expense and a new disc. It'll ask: 1 expense only, 2 expense + update info, or 3 update info only. Reply with the number.

Tip 10

Email forwarding is the quiet fallback

If a supplier emails you the PDF/photo, just forward to your dealership's AutoMargin address (Settings → AI Import). Same OCR, same Confirm? prompt, same allocations — straight from your inbox.

Section

Things you do

Log a cost · attach a doc · update a unit · mark sold

Scenario 01 · TEXT

Type a quick expense

You

Allocate R450 valet for white Hilux

AutoMargin

Done — Sn14021 · 2024 Toyota Hilux 2.8GD-6 Raider 4×4 (White). R 450 valet allocated.

Current profit: R 47 250.

Format: action — amount — description — unit. When all three come from clear text (unit, amount, description) with no photo or voice OCR involved, the AI skips the confirmation step and acts straight away.

Scenario 02 · VOICE

Send a voice note

You · Voice note

0:06

R1 800 to valet for the white Hilux

AutoMargin

Done — Sn14021 · 2024 Toyota Hilux Raider.

Heard: “R 1 800 to valet for the white Hilux”

Talk like you would to a colleague. Free-form is fine — just say which unit.

Scenario 03 · PHOTO + CAPTION

Snap a receipt

You · Photo

Pro Carwash tax invoice — handwritten total of R 190

You

add to blue Polo Vivo

AutoMargin

Sn16221 — 2022 VW Polo Vivo 1.4 Trendline — (Blue).

Allocate R 190,00 for Wash & Dry at PRO CARWASH on 2026-04-28.

Confirm?

Receipt OCR pulls amount, vendor and date. You name the unit; AI never guesses the vehicle from the receipt.

Scenario 04 · DISC + CAPTION

Update from a licence disc

You · Photo

South African vehicle licence disc

You

use this disc for the blue Ranger

AutoMargin

Sn14029 — 2020 Ford Ranger 3.2TDCi Wildtrak — (Blue).

Update with register HNC019X, licence CY4XXX, VIN AAVZZZ6XXXXXXXX1384, engine no CKBxxxx44.

Confirm?

Disc OCR fills in registration, licence number, VIN and engine number — applied to the unit you name.

Scenario 05 · RENEWAL FORM

Send a full licence-renewal form

You · Photo

Full licence renewal form

Replace with a real photo of the SA MVL1 renewal form — coat of arms at top, receipt section, round disc at the bottom.

Replace me

You

use this for the blue Ranger

AutoMargin

I see this is a full licence document. It contains both a payment receipt and the new disc. What should I do?

  1. Only allocate the expense (R 720 licence fee)
  2. Allocate the expense AND update the disc info
  3. Only update the disc info

Reply 1, 2 or 3.

You

2

AutoMargin

Done — Sn14029 · 2020 Ford Ranger Wildtrak. R 720 licence renewal allocated, and disc fields refreshed (register, licence no, VIN, engine no).

The full A4 form is both a payment receipt AND a fresh disc. AutoMargin spots it and asks how to handle it — pick 1, 2 or 3.

Scenario 06 · GALLERY UPLOAD

Add photos to a unit's gallery

You · Photo

White Toyota Hilux gallery photo 1
White Toyota Hilux gallery photo 2

You

add these to the white Hilux gallery

AutoMargin

Done — added 2 photos to Sn14021 · 2024 Toyota Hilux Raider.

Send the photos first, then a quick caption. Multiple photos in one go are fine.

Scenario 07 · UPDATE

Update unit details

You

update the black Jaguar — mileage 87 000, asking 449 900

AutoMargin

Sn15008 — 2018 Jaguar F-PACE 25t Pure — (Black).

Set mileage to 87 000 km and asking price to R 449 900.

Confirm?

You

yes

AutoMargin

Done — Sn15008 · 2018 Jaguar F-PACE 25t Pure updated.

Mileage, colour, year, asking price — fix or top up any field by speaking it.

Scenario 08 · SALE

Mark a unit sold

You

mark the blue Polo sold for R 219 000 to John Smith, EFT

AutoMargin

Sn16221 — 2022 VW Polo Vivo 1.4 Trendline — (Blue).

Mark sold for R 219 000 to John Smith via EFT on today.

Confirm?

You

yes

AutoMargin

Done — Polo Vivo sold. Final profit: R 28 410.

Buyer name and payment method optional but useful for invoicing & follow-up.

Scenario 09 · EMAIL

Forward an email or PDF invoice

Send any supplier invoice (PDF, photo, screenshot) from your email to your dealership's AutoMargin address. Find it under Settings → AI Import.

AutoMargin

Filed: R 2 350 · Mech.Service · Bosch Workshop on Sn14021 · 2024 Toyota Hilux Raider.

If it can't match the unit, you'll see it in Inbox → Unallocated with a one-click attach button.

Forward to your dedicated AutoMargin email. AI files it on the right unit if it can; otherwise it lands in your Inbox.

Section

Things you ask

Quick lookups while you're on the floor

Scenario 01 · LIST

List units by make / model / colour

You

list all rangers

AutoMargin

5 Rangers in stock:

  1. Sn14002 — 2022 Ford Ranger 2.0SiT XLT D/C 4×4 (White)
  2. Sn14017 — 2021 Ford Ranger 2.2TDCi XL D/C (Silver)
  3. Sn14029 — 2020 Ford Ranger 3.2TDCi Wildtrak (Blue)
  4. Sn14031 — 2024 Ford Ranger 2.0BiT XLT D/C (Red)
  5. Sn14040 — 2023 Ford Ranger 2.0SiT XL S/C (White)

Replies stop the conversation cleanly. If you want to act on one, just message a fresh instruction afterwards.

Scenario 02 · STATS

Profit for a period

You

profit for last month

AutoMargin

Last month you sold 10 vehicles, with total sales of R 3 083 500 and a total profit of R 326 100.

Supports today, this week, this month, last month, this year, all-time. Anything more specific lives on the Reports page.

Scenario 03 · UNIT QUERY

How much have I spent on a unit?

You

how much have I spent on the black Jaguar?

AutoMargin

Sn15008 — 2018 Jaguar F-PACE 25t Pure — (Black).

Total spent so far: R 18 740 across 6 expenses (Mechanical · Body · Sales prep). Profit so far at current asking: R 31 360.

Quick way to sanity-check recon spend before pricing for sale.

Scenario 04 · UNIT STATUS

What's pending on a unit?

You

whats pending on AM-014?

AutoMargin

AM-014 — 2019 BMW X3 xDrive20d (Mineral Grey).

3 things still missing: VIN, registration, and at least one photo for the gallery. Asking price not yet set.

Useful when handing over to a sales rep or following up on recon.

Scenario 05 · STOCK VALUE

What's my stock worth today?

You

stock value

AutoMargin

32 units on the floor.

  1. Cost in: R 6 845 200
  2. Recon to date: R 184 510
  3. Total tied up: R 7 029 710
  4. Asking total: R 8 119 900

Sums purchase prices + recon spend across every unit still on the floor — your real cash-on-the-floor number.

Scenario 06 · AGED STOCK

Show me oldest stock first

You

show me oldest stock

AutoMargin

5 units with longest days-in-stock:

  1. Sn13088 — 2017 Hyundai Tucson · 142 days
  2. Sn14002 — 2022 Ford Ranger XLT · 118 days
  3. Sn15008 — 2018 Jaguar F-PACE · 96 days
  4. Sn13099 — 2020 Kia Sportage · 84 days
  5. Sn14017 — 2021 Ford Ranger XL · 71 days

Anything sitting too long bleeds margin. Ask any time to flag units that need a price tweak or a fresh listing.

Scenario 07 · SUPPLIER

What did I pay a supplier?

You

how much did I pay Bosch Workshop this month?

AutoMargin

Bosch Workshop · R 14 250 across 6 invoices this month, spread over 4 units:

  1. Sn14021 · 2024 Hilux Raider · R 5 480
  2. Sn15008 · 2018 Jaguar F-PACE · R 3 850
  3. Sn14029 · 2020 Ranger Wildtrak · R 2 940
  4. Sn13099 · 2020 Kia Sportage · R 1 980

Tally how much you've routed to one workshop, panel beater or valet across the period.

Scenario 08 · REP STATS

What did a rep sell?

You

what did Pete sell this month?

AutoMargin

Pete · 3 units sold this month, total R 928 000:

  1. Sn14021 · 2024 Hilux Raider — R 612 000
  2. Sn16221 · 2022 VW Polo Vivo — R 219 000
  3. Sn14017 · 2021 Ranger XL — R 97 000 (trade-in to wholesale)

Surface units sold per salesperson for the period. Pairs nicely with the rep payouts on the Reports page.

Need a custom date range, per-rep performance, aged-stock filter or export? Those live on the Reports page — WhatsApp keeps the read-only quick-asks light so it stays fast.

Section

Watch it happen

Drop real screen-recordings into these slots

Drop your screen recordings here

Six short clips, one for each common flow.

Each tile below is a placeholder. Swap in a real 20-40 second screen capture of your own WhatsApp thread and the strip becomes the fastest visual training a new staff member can sit through.

Recommended: 9:16 portrait · MP4 · < 6 MB

Video · 0:18

Replace with a real screen recording of this flow.

Replace me

Quick text expense

0:18

Video · 0:24

Replace with a real screen recording of this flow.

Replace me

Voice note for valet

0:24

Video · 0:36

Replace with a real screen recording of this flow.

Replace me

Photo + caption on receipt

0:36

Video · 0:42

Replace with a real screen recording of this flow.

Replace me

Licence renewal · 3-way choice

0:42

Video · 0:22

Replace with a real screen recording of this flow.

Replace me

Mark a unit sold

0:22

Video · 0:14

Replace with a real screen recording of this flow.

Replace me

Ask for monthly profit

0:14
Don't get caught out

Four patterns that trip up new users.

Don't

"add to triton"

Do

"add to my white Mitsubishi Triton"

Vague unit references send the AI to a disambiguation list. Add make + colour and it goes straight through.

Don't

"R450 valet"

Do

"R450 valet for AM-014"

Without a unit reference the AI can't allocate the cost — you'll get asked which one it's for.

Don't

Send photo, then text, then text again — all within seconds

Do

Send photo + caption together, wait for the Confirm? prompt, reply yes, then your next instruction

Back-to-back messages can be merged into one turn and end up on the same unit.

Don't

Send full renewal form, reply "yes" to the 1/2/3 prompt

Do

Reply with the number — 1, 2 or 3

The renewal-form prompt isn't a yes/no question. A bare 'yes' just gets re-prompted — pick the option that matches what you want done.

Ready to try it

Save the number. Send your first message. Watch the magic.

Pro tier includes 1 000 free WhatsApp messages a month. Top up R 50 for 500 more, R 100 for 1 000, or R 200 for 2 000 — credits never expire and aren't locked to a billing cycle.