Every customer, every touchpoint, one system
DealersCircle’s Sales & Customer Tracking module gives dealers and manufacturers the tools to manage customer relationships from first contact through ownership and beyond. Track prospects, automate communication, and gather feedback.
The problem it solves
- Customer information scattered across spreadsheets, email, and sticky notes
- No way to see a customer’s full history (products, claims, service) in one place
- Birthday and delivery follow-ups that depend on someone remembering
- No structured way to collect customer feedback after a sale or service
- Dealers and manufacturers maintaining separate, disconnected customer records
Customer Management
From prospect to owner, tracked in one place.
Collect and maintain full customer and prospect information at the dealer or manufacturer level. A customer is considered a prospect until at least one product has been delivered to them, giving you clear pipeline visibility.
Complete Customer View
The Customer Editor displays related products, warranty claims, service tickets, and surveys on dedicated tabs. A Notes tab captures anything else. One view, full context.
Letter Management
Automated, personalized outreach without the manual work.
Create letter templates with merge fields that pull from customer and product data. Send emails directly to customers or generate print-ready letters for physical mailers.
Schedule It and Forget It
Configure letter schedules to send automatically based on:
- An absolute date
- A new product order
- Product delivery
- Warranty work completion
The right message goes out at the right time without anyone on your team having to remember.
Surveys
Structured feedback that actually gets used.
Build custom surveys with your own questions and answer types:
- Multiple choice, single selection (radio buttons)
- Multiple choice, multiple selection (checkboxes)
- Configurable number range (for ranking)
- Free-form text
Summary & Detail Views
View survey results at the summary level with all answers displayed together in graphical format, or drill down to individual responses at the customer level. Understand trends across your network or dig into specific feedback.
How it works for Manufacturers
Record Maintenance
Maintain customer records alongside dealers with full visibility into the ownership lifecycle
Reusable Templates
Create letter templates and survey configurations that dealers can leverage across the network
Data Insights
View survey results at the aggregate level to identify trends, satisfaction drivers, and problem areas
Customer History
See all products, claims, service tickets, and survey responses tied to a specific customer
How it works for Dealers
Customer & Prospect Tracking
Track every customer and prospect with complete contact information and notes
Customer History
See a customer’s full history (products owned, claims filed, service tickets, survey responses) from a single view
Automation
Automate follow-up communication on deliveries and warranty completions
Feedback
Send surveys after key milestones to capture feedback while it’s fresh
Send email directly from the platform
Built in safeguards
- Prospect-to-customer conversion happens automatically at product delivery
- Scheduled letters fire on time without manual intervention
- Merge fields pull live data so communications are always accurate
- Survey engine is fully configurable with no limitations on question types or number of surveys
- Tabbed customer view keeps products, claims, tickets, surveys, and notes organized and accessible
Before you decide
Do I need a separate CRM?
For dealer-manufacturer customer and prospect management inside DealersCircle workflows, no. DealersCircle tracks customers and prospects with relationship history, automated communications, and feedback tools built in.
Can letters go out automatically?
Yes. Configure schedules based on dates or events (deliveries and warranty completions) and letters send without anyone lifting a finger.
What kind of surveys can I create?
Fully custom. Define your own questions with radio buttons, checkboxes, number ranges, or free-form text answers. View results graphically at the summary level or drill into individual customer responses.
Can both dealers and manufacturers manage customer records?
Yes. Both can create and maintain customer information, create letter templates, and build surveys.
When does a prospect become a customer?
Automatically, when at least one product has been delivered to them. No manual status change needed.
See Sales & Customer Tracking in action.
Request a DemoHave questions about managing your customer relationships in DealersCircle?
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