THE CHALLENGE
The Paper Problem in the Motor Trade
If you run a car dealer business you already know this: your business runs on paper. Every vehicle sale generates a stack of documents. Finance agreements, part exchange valuations, vehicle inspection reports, handover checklists, V5 copies, insurance documents, warranty paperwork and FCA compliance records. Multiply that by every sale, every week, across every salesperson, and the volume is staggering.
Then add the service department. Job cards, service schedules, MOT documentation, customer authorisation forms, parts orders and warranty claims. The parts department has its own paperwork. The accounts team has theirs. Every department is printing, copying, scanning and filing independently, often on different devices with different suppliers and different costs.
Most motor trade businesses have never stepped back and looked at the total cost of all this printing, or asked whether the processes behind it could be done better. That is exactly where XOS comes in.
WHAT MAKES XOS DIFFERENT
One managed fleet replacing scattered devices across sales, service, parts and admin
Secure print release protecting sensitive customer finance and FCA compliance documents
Digital document management with instant retrieval of deal files and service records
Workflow automation routing documents between departments without manual handoffs
Single contract covering all sites for multi-location dealer groups
MANAGED PRINT
Cut Costs Without Cutting Corners
A managed print contract with XOS replaces the patchwork of desktop printers, standalone copiers and individually purchased toner cartridges across your site with a properly planned fleet of Xerox multifunction devices.
Each device is monitored remotely, toner is dispatched automatically before you run out, and all maintenance and engineer callouts are covered under a single cost per print agreement.
The result is a significant reduction in print costs, typically over 30%, with complete visibility of what every department is spending. No more rogue desktop printers burning through expensive cartridges. No more emergency callouts. No more surprises on the invoice.
Over 30% Cost Reduction
Most motor trade businesses switching from an unmanaged fleet see immediate, measurable savings in their first year.
Full Departmental Visibility
See exactly what sales, service, parts and admin are spending. Allocate costs accurately and identify waste.
One Invoice, No Surprises
Toner, parts, labour and callouts all covered. One predictable monthly cost across your entire operation.
Xerox Authorised Partner
Since 2007
30 Five-Star Google Reviews
Consistently rated excellent
99.5% Fleet Uptime
Under 4 hour engineer response
WHAT'S INCLUDED
What You Get
Save over 30% on print costs.
Consolidate multiple devices across sales, service, parts and admin into a managed fleet. We will show you exactly what you are spending now versus what you could be paying with XOS.
FCA Compliance Support
FCA regulations require motor traders to maintain accurate records and evidence compliance during audits. Reliable print and document infrastructure ensures your finance documentation is always available and easy to retrieve.
Flexible Lease Terms
From 12 to 60 months with no large upfront cost. We work with independent dealers, franchise dealers and multi-site motor groups across the UK.
One predictable cost per print.
No separate toner invoices from multiple suppliers, no emergency repair bills. One simple cost per page across your entire site that covers everything.
Automatic toner replenishment.
Your device tells us when toner is running low and we dispatch it before you run out. No more chasing suppliers or emergency orders.
Secure Printing for Customer Data
Finance applications, credit checks and FCA compliance records contain highly sensitive data. Secure print release ensures confidential documents only print when the authorised staff member is at the device.
Local Xerox Engineers
Service handled through Xerox directly, meaning an engineer is always local to your practice. Average response time under 4 hours. In a legal environment where deadlines aren't negotiable, that reliability matters.
DIGITAL TRANSFORMATION
Document Management: Digitise Your Motor Trade Paperwork
The average vehicle sale generates between 15 and 30 individual documents. Using Xerox ConnectKey technology and cloud integration, your team can scan documents directly from the device into structured digital folders in OneDrive, SharePoint or your DMS. Every document named, filed and retrievable in seconds.
Sales Files
Scan signed contracts, finance agreements, part exchange valuations and handover checklists into a digital deal file linked to the customer and vehicle. No more hunting through filing cabinets when a query comes in months later.
Service Records
Digitise job cards, customer authorisation forms, warranty claims and MOT documentation. Retrieve any vehicle's full service history from any device in seconds.
FCA and Compliance Files
Store finance disclosures, vulnerable customer assessments, training records and audit documentation digitally. When the FCA auditor or your principal firm requests evidence, you can produce it immediately.
Parts and Accounts
Scan invoices, delivery notes and purchase orders directly into your accounting system. Reduce manual data entry and eliminate lost paperwork across the parts and accounts departments.
WORKFLOW AUTOMATION
Stop Passing Paper Between Departments
In most motor trade businesses, documents move between departments by hand. A sales contract is printed in the showroom, walked to the finance office for approval, photocopied for the customer file, then filed in a cabinet. A service job card starts at reception, moves to the workshop, goes back to reception for invoicing, then gets filed. Every handoff is a delay and a risk of something getting lost.
Workflow solutions automate these processes. Documents scanned at any device are automatically routed to the right department, the right folder, or the right person based on rules you set. A signed finance agreement scanned at the showroom device can land in the finance manager's inbox and the digital deal file simultaneously, without anyone walking anywhere.
For multi-site dealer groups, workflow automation means consistent processes across every location. The same document flow at every branch. Centralised visibility, consistent compliance, and no reliance on individual staff members remembering to file things correctly.
Document is scanned at any device
Standardised Xerox devices at every location, one contract, one monthly invoice.
Automatically routed to the right place
Full visibility of costs and usage per branch — one point of contact for everything.
Instantly retrievable by authorised staff
A fee earner visiting a branch office can release documents at any device using the same PIN or ID card as at head office.
Consistent across every location
The same process at every branch. Centralised oversight and no gaps in your compliance trail.
MULTI-SITE DEALER GROUPS
Managing Print Across Multiple Sites?
Running print across multiple sites typically means different devices, different suppliers and no clear view of total spend. Our managed print solutions consolidate everything under one agreement, with standardised devices at each location, one invoice and a single point of contact.
Central to managing multiple sites effectively is print management software. It gives you a live view of every device across every location, showing what is being printed, by whom and at what cost, without anyone needing to manually compile reports. Print policies, colour restrictions and cost allocation by department or site can all be configured centrally.
XOS handles installation and ongoing support across every site.
One Contract, One Invoice
Standardised devices across every site. One monthly invoice covering your entire fleet regardless of the number of locations.
Usage and Cost Per Site
Full reporting on what each branch is spending. Identify outliers and benchmark performance across your group.
Consistent Processes Everywhere
The same document workflows, the same security settings, the same compliance standards at every site in your group.
One Point of Contact
Your operations team deals with one person at XOS, not a different supplier at every site.
GET STARTED TODAY
Ready to See What Your Dealership Could Save?
We offer a free, no-obligation print and document audit for any car dealership, independent garage or motor group. We will review your current print setup, map your document workflows, show you exactly where you are overspending, and put together a proposal that delivers real savings. No hard sell. Just honest advice from a team that has been helping businesses since 2007.
Prefer to Speak to Someone?
Our team is available Monday to Friday during office hours
XOS (UK) LTD
Unit 3, Pegasus Square
Innovation Way
Grimsby, DN37 9TJ
United Kingdom