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By a dealership, for dealerships

The whole dealership, in one orbit.

OrrBit is the operating system we designed from the ground up, in-house, inside a working dealership. Leads, sales, service, inventory, paperwork and month-end run from one place, and Hazel, our AI assistant, keeps every conversation moving.

Sign in to OrrBit See how a deal flows

In use every day in the store where it was built.

Leads
Nothing Slips Through the Cracks
AI Assistant
Powers Your Website While Your Team Is Away
Service
Inspection to Payment
Month-end
QuickBooks Online Export

What's inside

One system for the whole store.

Sales, service, the lot and the office work from the same records instead of separate tools, so a customer, a car and a repair order each live in one place.

Sales

Up sheets

One sheet per person. Every inquiry from Facebook Marketplace, Kijiji, CarGurus, AutoTrader, Carpages, website chat, phone calls and walk-ins lands on the same sheet, matched by phone or email. Every lead carries a hot, warm or cold temperature.

Sales

Funnel

A 12-stage drag-and-drop sales board. Days in stage show on every card, so nothing goes stale.

Sales

Hazel, the AI assistant

Answers website chat any hour, quotes the cash and finance price every time, books visits and follows up when a conversation goes quiet.

Meet Hazel
Sales

Inbox

Every customer conversation in one timeline, with read receipts that show who on the team has seen each message.

Service

Service

A job board and tech board, repair orders with inspections, photos and online estimates, a per-job time clock and payments.

See the shop side
Inventory

Inventory

Stock syncs from the website every night. Each vehicle gets a cost and profit worksheet with live math and a service-history ledger, and repair-order costs post to it automatically.

Office

Paperwork

The UCDA bill of sale, trade-in disclosure, wholesale bill of sale, lease and appraisal forms, filled on screen and printed as PDFs. VIN decoding fills in the vehicle.

Office

Deliveries and month-end

A delivery checklist for every sold unit, the Paid Internal archive where the accountant closes each file, and a QuickBooks Online export.

Office

Reports

Margin, aging, profitability, the garage register and more. Every report prints, ready for the paper file.

How a deal flows

From first message to a funded file.

Every step happens in OrrBit, on the same record, so the next person picks up exactly where the last one left off.

  1. A message comes in from a marketplace, website chat, the phone or the front door.

  2. It lands on the person's sheet, matched by phone or email, with a hot, warm or cold reading.

  3. A rep works the deal across the board, with days in stage keeping it moving.

  4. The UCDA bill of sale is filled on screen and printed.

  5. The delivery checklist is signed off and the keys go home with the customer.

  6. The accountant closes the file in Paid Internal and exports it to QuickBooks Online.

1Inquiry

Every lead lands in one place.

Facebook Marketplace, Kijiji, CarGurus, AutoTrader, Carpages, the website chat, a phone call or a walk-in: each inquiry is logged once, with its source on it.

  • Hazel captures website chatsShe notes the name, the number and the vehicle, and the lead is on a sheet before the chat ends.
  • Sales or service, sorted on arrivalEach inquiry is read and tagged as a sales lead or a service request, so it reaches the right side of the store.
  • A one-line summaryThe vehicle the person asked about, read off the inquiry, so a card says what they want at a glance.

2Up sheet

One sheet per person, not per message.

The inquiry attaches to the person by phone number or email, so a second message from the same buyer joins their file instead of starting a new one. A name alone never merges two people.

  • Hot, warm or coldThe reading comes from how fresh the lead is, and it warms up the moment the customer writes back.
  • The conversation on the sheetText and email threads sit beside the notes, the vehicles of interest and the trade-in, with the rep and a tagged teammate in the header.
  • Claimed by the first replyA rep who answers an unclaimed lead becomes its rep, so every sheet shows who owns it.

3Funnel

Twelve stages on one board.

Deals move by drag and drop from New Lead through Test Drive, Negotiations and Payment Collection to Delivered. Every card shows how long it has sat in its stage, so a quiet deal stands out before it goes cold.

  • Days in stage, colour codedGrey under a week, amber from seven days, rose at fourteen.
  • Follow-Up hands the deal to HazelDrop a card in Follow-Up and she drafts the next message as a continuation of the thread, then sends it when it is due.
  • Lost closes the loopMarking a deal Lost marks that person's inquiries lost too, so nobody keeps chasing.

4Sold

The bill of sale, without the retyping.

The UCDA bill of sale is filled in a step-through form that mirrors the paper one, and the settlement math is done on screen: sub-total, trade-in, HST, licensing, deposit and balance due, to the cent.

  • The trade-in flows inThe trade-in disclosure form feeds the bill, so the vehicle and its allowance are typed once.
  • Promises reach the shopAn oil change, rust proofing or a tonneau cover written on the bill becomes a job on the pre-delivery repair order.
  • Numbers reach the worksheetThe sale price and the add-ons land on the vehicle's cost and profit worksheet the moment the bill is saved.

5Delivered

Signed off, line by line.

The delivery checklist carries what the customer was promised: certification, two keys, the oil change, mats, licensing, a full tank and the detail. Each line takes initials and a date, and the Delivered line closes the sale.

  • Initials on every lineThe file shows who checked what and when, so a question months later has an answer.
  • One click moves the fileMarking the unit delivered moves the deal, resolves the open inquiries and sends the vehicle to month-end close.
  • Hazel asks for the reviewFifteen minutes after delivery she posts a Google review request in the customer's thread, with time to undo an accidental click.

6Funded

The file closes when the money does.

Delivered is not done. The accountant closes each file in Paid Internal once the bill is final and the funds are in, which stamps the funded date, locks the numbers and archives the unit under its month.

  • Ready to fund, or what is missingA file cannot close without a final bill of sale, a sale price and a buyer, and the list names the one that is missing.
  • Frozen once fundedThe worksheet, the cost ledger and the vehicle's money fields lock. Reopen is the only way back.
  • Out to QuickBooks OnlineInvoices, vehicle sales and supplier bills export as import-ready files, each row stamped so nothing goes out twice.

Hazel, the AI assistant

Hazel keeps every conversation moving.

Hazel works the website chat so no customer waits for an answer. She's upfront about being an AI, follows the playbook the team writes for her, and brings in a person the moment one is needed.

  • Answers website chat any hourNights and weekends included.
  • Always quotes both pricesThe cash price and the finance price, every time.
  • Books visits on the scheduleTest drives and service appointments.
  • Captures leads and follows upNew leads go on an up sheet, and quiet conversations get a nudge.
  • Hands off to a personWhen a human is needed, the customer goes to the team.
  • Coached by the teamA thumbs up or down on any reply.

Example conversation. Vehicle and prices are for illustration.

Service

The shop runs on the same system.

From the moment a car comes in to the moment it's paid for, the repair order carries the whole job.

  • Job board and tech boardEvery repair order by column, or by technician.
  • Inspections with photosA 64-point inspection and the Ontario Safety Standards checklist, with photos on the findings.
  • Estimates approved onlineThe customer opens a shareable report and approves or declines the work.
  • A time clock on every jobTechs start and stop a timer job by job.
  • Payments that close it outSplit tenders and discounts.
  • A labour-times bookBuilt from the shop's own history.

Example repair order.

Built on the floor

Made by the people who use it.

OrrBit was not scoped by a vendor and handed to a store. It started as the tool the people in a working dealership wished they had, and it runs that store every day.

Nothing off the shelf

The screens, forms and reports were all built in-house to match how a real store sells, services and closes the month, not adapted from someone else's software.

Shaped by the people doing the work

Features start as requests from the people who sell, service and close out the cars, and they shape how each one works.

Fixed in the store

The team works in it all day, so a change goes live on a real sales desk and in a real service bay. When something slows them down it gets fixed on the spot, not filed on a vendor's roadmap.

Run a dealership and want to talk? Write to [email protected].