Agency Stack By Area Scenarios Compliance FAQ
INDUSTRY Car dealerships

From the first contact to the handover of the keys.
Every customer document is protected.

The secure document and printing platform for automotive dealerships and groups. Pull printing with RFID badges on the sales floor, Print2Me for your sales and F&I teams, an audit log for every print job, and a digital deal jacket for every transaction—with controls that support the operational requirements of GLBA, the FTC Safeguards Rule, and GDPR, as well as the regional frameworks where your dealership operates.

Demo for Car Dealerships View the agency's stack
Multi-brand automotive dealerships and groups GLBA · FTC Safeguards · GDPR Encrypted and audited customer data
A car dealership sales representative handing over the keys to a vehicle with the transaction documents securely protected
The Challenge

An agency operates
amid mountains of paper.

Every transaction leaves a trail of documents containing customer financial data: credit applications, identification documents, receipts, sales contracts, and insurance policies. On a sales floor open to the public, these papers end up forgotten in the print tray, on desks, and even in the trash. The most common source of customer data leaks isn’t a hack—it’s a piece of paper.

Paper
A contract or credit application containing customer information left on a tray in a sales floor open to the public is the most common data breach—and the one that the FTC Safeguards Rule is designed to prevent.
Deal jacket
Gathering the physical documentation for a transaction—invoice, contract, ID, insurance, service order—for an audit or a claim takes hours of administrative work.
RFID
Badge-based pull printing reduces unauthorized printing and abandoned contracts in the showroom, the F&I office, and the service counter.
1 stack
Secure printing and document management for the entire operation on a single platform, connected end-to-end—from the showroom to the workshop.
The agency's stack

Two universes.
One platform.

An agency faces two parallel documentation challenges: securing the printing of client financial information (contracts, loan applications, IDs) and managing the lifecycle of the file for each transaction (quote, sale, F&I, delivery, service). DOQSOFT addresses both with products that integrate with one another.

Universe 01

Safe printing on the floor

No contracts containing customer financial information left sitting in the tray. Pull printing with RFID badges in the showroom, the F&I office, and the service department; Print2Me for staff moving around the dealership; and tracked printing with an audit log showing who prints which customer document (name, document number, date, time, and station).

Products: Gespage RFID Hardware MPS
  • Secure pull printing: The contract or credit application remains encrypted until the user holds their RFID badge up to the TCM4 reader
  • Print2Me — a single virtual queue per advisor; release customers wherever is most convenient (showroom, F&I, checkout, delivery)
  • Audit log including user name, document, date, time, and workstation — traceability of customer information without external DLP
  • Reporting Rules by Area: Enhanced Confidentiality in F&I and Credit, Cost Control by Branch and by Salesperson
Universe 02

Digital Deal Jacket

Document management for every transaction—from the quote to after-sales service. Smart capture of identification documents, receipts, and loan agreements; a single customer and vehicle file; instant search by VIN or transaction number; with F&I approval workflows and native electronic signatures.

Products: Docuo Chronoscan
  • OCR + AI-powered scanning of IDs, pay stubs, sales contracts, insurance policies, and service orders
  • Single record containing transaction metadata: customer, VIN, transaction number, advisor, branch, status
  • Configurable workflows: F&I credit approval, discount authorization, vehicle delivery, warranty, and after-sales service
  • Native electronic signature (eIDAS) for contracts and authorizations; for local requirements (e.g., NOM-151 in Mexico), an authorized PSC is integrated
The two systems are connected—each sheet printed with customer data is recorded in the transaction file associated with the person who generated it. That end-to-end traceability It combines secure printing and the deal jacket on a single platform.
By area

Each area of the agency,
, has its own settings.

A single DOQSOFT deployment serves the agency’s various departments, with specific permissions, metrics, and printing policies for each one. It is more restrictive in F&I and credit, and more flexible in service and parts.

Sales and Showroom

Quotes, prospecting forms, comparisons, and sales contracts. The advisor prints dozens of documents a day in a publicly accessible office—many of which contain client information.

  • Pull printing with RFID badges on the sales floor
  • Print2Me — the advisor will drop it off at the location closest to you
  • Printout: audit log with your name, document, date, and time
  • Opening the deal jacket containing customer and vehicle (VIN) metadata

F&I — Finance and Insurance

Loan applications, proof of income, identification documents, loan agreements, and insurance policies. The heart of a customer’s non-public financial information—and GLBA compliance.

  • Digitally capture IDs, receipts, and applications using OCR and AI
  • Enhanced Secure Printing: Access Restricted by F&I Role
  • Credit and Sales Contracts with Native Electronic Signatures (eIDAS)
  • A complete audit trail showing who accesses and who prints each document

Service and Repair Shop

Service orders, multi-point inspection sheets, repair estimates, customer authorizations, and warranties. Operational documentation that must be available and traceable.

  • Secure printing from the service reception area and workshop bays
  • Recording of orders, inspections, and signed authorizations
  • Print2Me for service advisors who rotate between service bays
  • Vehicle service record indexed by VIN and history

Spare Parts

Parts invoices, counter slips, warehouse receipts, and dispatch notes to external repair shops. A high volume of transactional printing that should be tracked and controlled by cost.

  • Controlled printing with quotas and rules by user and workstation
  • Monitoring Printing Costs in the Department with MPS
  • Capturing and Archiving Invoices and Delivery Notes Using OCR
  • Output in standard formats to feed your inventory/DMS

Administration and Cashier's Office

Billing, invoices, reconciliations, personnel files, and dealings with financial institutions. The back office that finalizes each transaction and is accountable to internal audits.

  • Secure Invoicing and Printing of Receipts and Invoices
  • Complete deal jacket archive by transaction, customer, and VIN
  • Employee Onboarding and Personnel Files with Electronic Signatures
  • Exportable audit reports that can be accessed and printed

IT / Systems

Integration with your DMS and credit portals using standard formats, and authentication via the agency's SSO. Deployment compatible with both cloud and on-premises environments, depending on group policy.

  • Export and exchange data with your DMS using standard formats (XML, CSV, searchable PDF)
  • Custom integrations with your DMS, credit portals, or insurance providers through our development team
  • SSO with Active Directory, LDAP, or the agency's SSO
  • Indexes by customer, VIN, and transaction number to feed into your systems
Real-life scenarios

Four typical scenarios
at a car dealership.

These are the processes that change the fastest when an agency implements the DOQSOFT stack.

01

Pull printing with RFID badges on the sales floor

The advisor sends contracts and loan applications from their workstation or tablet. The documents aren't printed until they hold their RFID badge up to the TCM4 reader. If no one approves them within a few hours, they are automatically deleted, and a record is kept. No contracts containing customer data are left in a tray in a showroom open to the public.

SecureUnlock via RFID badge
Auto-purgeUnreleased jobs
Stack: Gespage TCM4 RFID
02

Traced Printing of F&I Documents

Every contract or credit application that is printed is logged in the audit log along with the name of the user who printed it, the document, the date, the time, and the workstation. If a sheet containing a customer’s financial information leaves the branch, the compliance department knows immediately who took it and when. Investigate data breach incidents without external DLP and without costly forensic investigations.

Traceablewho printed it and when
No DLPexternal
Stack: Gespage
03

Print2Me for the sales consultant who closes the deal

The advisor sends their print jobs from the tablet without selecting a printer—everything goes to their personal virtual queue. If they’re in the showroom, they release the print job there; if they go to F&I, they release it in that office; if they’re assisting with a delivery, they release it in the delivery area. A single queue that follows them throughout the dealership without any conflicts with drivers.

1 tailthe entire agency
No driversby printer
Stack: Gespage TCM4
04

The complete deal jacket, instantly

In the event of an audit, a claim, or a buyback, someone needs the complete file for a transaction—invoice, contract, ID, receipts, policy, and service orders. Instead of searching through physical files, Docuo’s smart search (full-text + AI) displays the complete “deal jacket” on screen by customer or VIN, along with a timeline of the transaction.

Instantlyvs. physical file
By VINor transaction number
Stack: Docuo Chronoscan
Regulatory Compliance

Auditable compliance—
—without any extra work for your team.

An agency handles non-public financial information about its clients, so it is subject to strict data protection regulations. DOQSOFT comes preconfigured with retention, encryption, traceability, and signing policies that support these requirements and international information security standards—for single-location auto agencies or groups with multinational operations.

United States · Financial Data

GLBA & FTC Safeguards Rule

Agencies are treated as financial institutions under the GLBA. We provide the operational controls—encryption, role-based access control, and print audit trails—that support the requirements of the GLBA and the FTC Safeguards Rule to protect nonpublic customer information. Formal compliance is determined by each agency.

United States · FTC

Support for the Red Flags Rule

The capture and controlled archiving of identification documents and receipts—with an audit trail and version control—support the identity theft prevention programs required by the FTC’s Red Flags Rule. DOQSOFT provides the technical foundation and traceability; each agency defines its own detection program.

Europe · Global

GDPR

GDPR (Regulation 2016/679) for agencies with clients in the European Union or groups with European operations: integrated privacy notice, data subject rights manageable from the platform, and data residency by region when required by regulation.

Information Security

ISO 27001 · ENS · GDPR

Information security framework aligned with ISO 27001, ENS (National Security Framework), and GDPR. Encryption at rest and in transit, tenant isolation, role-based access controls, and exportable audit reports—also valid for cloud deployments.

Mexico · Regional Operations

LFPDPPP · NOM-151

For agencies operating in Mexico: LFPDPPP (protection of customer personal data) with an integrated privacy notice and manageable data subject rights; and, for time-stamped electronic signatures (NOM-151) on contracts, integration with an authorized PSC.

Latin America + Canada

LGPD · PIPEDA

General Data Protection Law (Brazil) and PIPEDA (Canada): integrated privacy notice, data subject rights manageable through the platform, and data residency by country when required by regulation.

Get started with your agency

Let's talk about the
stack for your agency or group.

Most popular

Demo for Car Dealerships

60 minutes with an expert. We’ll show you the stack tailored to your business (agency, multi-brand group, independent agency) along with your document types and key areas—sales, F&I, service, and parts.

Schedule a demo for car dealerships Availability this week
Free resource

Industry Guide

Download the document security guide for car dealerships: applicable regulations (GLBA, FTC Safeguards Rule, GDPR, and regional frameworks), recommended controls, and an implementation roadmap by DOQSOFT.

Download the PDF guide PDF · Free
Frequently Asked Questions


: The most frequently asked questions from agencies and groups.

If your question is specific to your operation, schedule a call—DOQSOFT specialists will assist you directly.

What DOQSOFT products does a car dealership need?

It depends on the approach. For secure printing on the sales floor and in the workshop (RFID badge, pull printing, Print2Me, print audit log): Gespage on-prem + hardware (CMPrint, TCM4). For the digital deal jacket and the customer and unit files: Docuo + Chronoscan. To centrally manage the print fleet of an agency or a group with multiple branches: MPS. Medium-sized agencies and groups implement both integrated solutions.

Does DOQSOFT help ensure compliance with GLBA, the FTC Safeguards Rule, and customer data protection?

Because agencies handle non-public financial information about their clients (credit applications, receipts, identification documents), they are subject to the GLBA and the FTC Safeguards Rule in the United States. DOQSOFT provides the operational controls—encryption, RBAC, print audit trails, and electronic signatures—that support these requirements, as well as GDPR and regional frameworks (LFPDPPP in Mexico, LGPD in Brazil) where the agency operates. Formal compliance is determined by each agency through its own policies; DOQSOFT provides the technical and auditable foundation.

How does pull printing with an RFID badge work at an agency?

The sales consultant, F&I manager, or service staff member sends a document (contract, credit application, service order) from any workstation, tablet, or cell phone. The job is encrypted and placed in a queue until the user authenticates at the nearest printer by holding their RFID badge up to the TCM4 reader. No more forgotten contracts containing customer financial information left on a tray in a publicly accessible sales floor.

How does DOQSOFT track who prints each customer document?

Every print job is logged in Gespage’s audit log, along with the name of the user who printed it, the document, the date, the time, and the workstation. If a contract or credit application containing customer data leaves the agency, it is possible to immediately trace who printed it and when. It is a key tool for the agency’s compliance and internal audit teams to investigate financial data leaks without resorting to external DLP systems.

What is Print2Me, and how do agency staff use it?

Print2Me is a unique virtual queue for each user. The sales consultant sends their print jobs (quotes, contracts, orders) without selecting a printer—they all go to a single personal queue. The consultant then releases the document wherever is most convenient: on the sales floor, in the F&I office, or at vehicle delivery. This is particularly useful for staff who move between the showroom, F&I, the cash register, and the service department during a single transaction.

Does DOQSOFT integrate with my DMS (Dealer Management System)?

The stack exports and exchanges information using standard formats (XML, CSV, searchable PDF) and indexes by customer, VIN, transaction number, and date, allowing you to populate your DMS. Print authentication integrates with Active Directory, LDAP, or the dealership’s SSO. Connections to a specific DMS or to credit and insurance portals are implemented as custom integrations by our Development team, which evaluates the available API for each system.

How long does it take to digitize an agency's operations file?

It depends on the volume and age of the files; the scope and timeline are defined during the analysis phase. Chronoscan processes mixed batches of contracts, credit applications, identification documents, and invoices using OCR and AI, automatically extracting the customer name, VIN, and transaction number. Docuo archives them with metadata without manual data entry and applies the record retention policies required by the agency.