Margin control is not about saying no to every discount. It is about visibility, policy, and accountability. This playbook gives dealer principals and GMs a framework for protecting gross and EBITDA without micromanaging the sales floor.

Step 1: Establish Baseline Policy

Define what overrides are allowed and under what conditions. Competitive matches: up to X% below holdback. Loyalty discounts: approved programs only. Manager approvals: thresholds and escalation rules. Write it down. Communicate it. Baseline policy is the foundation; without it, every override is ad-hoc.

Step 2: Mandatory Reason Codes

Every override must be tagged. Competitive match, loyalty, manager approval, recon exception, other. When reason codes are mandatory, you stop guessing and start measuring. Departments and locations can be compared. You see which categories drive the most leakage and where to tighten policy.

Step 3: Capture at Point of Decision

Do not rely on batch reports or end-of-month reconciliation. Capture overrides when they happen. A Chrome extension alongside your DMS prompts for a reason at the moment of override. No extra steps for the desk—just a quick dropdown. Real-time capture means real-time visibility.

Step 4: Executive Dashboards

Leadership needs a consolidated view. Dashboards should show override volume by department, reason, and location. At-risk deals should be highlighted. Prevented loss and recovered margin should be front and center. Executive dashboards turn data into action.

Step 5: Approval Workflows

High-value overrides should require manager sign-off. Define thresholds and route those for review before the deal closes. Approval workflows create accountability. They also create an audit trail—who approved what, when, and why. Regulators and auditors expect documentation.

Step 6: Board-Ready Reports

Ownership and boards want ROI proof. Monthly executive reports should show prevented loss, recovered margin, and peer benchmarks. Financial impact in clear language. Dealer Profit Index data for context. Board-ready reports justify the investment in margin control.

Step 7: Multi-Location Comparison

For groups with multiple rooftops, comparative analytics are essential. Stores in the same region often show 1–2 percentage point variance in override rates. That variance points to policy and training differences, not market conditions. Use the data to share best practices and raise the bar.

Step 8: Continuous Improvement

Margin control is not a one-time project. Review override trends monthly. Adjust policy where leakage is high. Celebrate departments that improve. Use benchmarks to set targets. Continuous improvement keeps margin control top of mind.

Technology That Fits

DealerInt is built for this playbook. Real-time override capture, mandatory reason codes, executive dashboards, and board-ready reports. No rip-and-replace of your DMS. Install the Chrome extension, configure allowed domains, and start capturing. See how DealerInt delivers margin control for dealerships serious about profit.

Get Started

Book a demo to see the playbook in action. Or start a free trial and capture your first overrides in minutes. Transparent pricing: $799 per store per month or $6,999 annually. Built for dealerships serious about profit control.

Dealership Margin Control Playbook