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Overview

Quality Inspections is the vehicle inspection feature that helps you document and track condition issues across your inventory. By performing inspections with VIN-based tracking, your team maintains detailed records of vehicle conditions, enabling quality control and accountability.

VIN Scanning

Quickly identify vehicles by scanning the VIN barcode

20 Defect Categories

Comprehensive categories covering all inspection areas

Notes per Defect

Add detailed notes to document specific issues

Inspection History

Track all inspections with searchable history

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Why Perform Quality Inspections?

Quality inspections are essential for maintaining vehicle standards:
  • Quality control — Ensure vehicles meet condition standards before sale
  • Accountability — Track who inspected what and when
  • Issue tracking — Document defects for follow-up and resolution
  • Customer satisfaction — Catch issues before they become buyer complaints
  • Process improvement — Identify patterns in common defects

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When to Perform Inspections

Your administrator may provide specific guidance on when to perform inspections. The recommendations below are general best practices.
TimingRecommendation
Vehicle arrivalInspect new vehicles upon receipt
Pre-sale prepInspect before vehicles are listed for sale
Post-detailVerify work quality after detailing or reconditioning
Quality checkRandom spot checks for quality assurance
Issue investigationWhen a problem is reported on a specific vehicle
Thorough inspections catch issues early. Taking a few extra minutes per vehicle can prevent costly problems later.

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Performing an Inspection

The inspection process starts with VIN identification, then moves to defect selection. Follow these steps for a complete inspection.

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Step-by-Step Guide

1

Open the Inspections Tab

Tap the Quality tab in the bottom navigation bar. This opens the inspection scanner, ready to identify a vehicle.
2

Scan the VIN Barcode

Position the vehicle’s VIN barcode within the green scanning frame on your screen.Scanning tips:
  • Hold your phone 6-12 inches from the barcode
  • Ensure adequate lighting (natural light works best)
  • Keep the phone steady while scanning
  • The barcode is typically on the driver’s side dashboard, door jamb, or engine compartment
The scanner supports multiple barcode formats:
  • Code 128 (most common for VINs)
  • QR codes
  • Code 39 and Code 93
  • PDF417 and DataMatrix
When a barcode is detected, you’ll see a confirmation dialog showing the VIN. Tap Confirm to proceed or Scan Again if the VIN is incorrect.
3

Use Manual Entry (If Needed)

If the barcode won’t scan, tap Enter Manually at the bottom of the scanner screen.In the manual entry dialog:
  1. Type the 17-character VIN
  2. The app automatically converts to uppercase
  3. A character counter shows your progress (e.g., “12/17 characters”)
  4. Tap Submit when complete
VINs must be exactly 17 characters and cannot contain the letters I, O, or Q (these are excluded to avoid confusion with numbers).
4

Select a Location

After VIN entry, select the location where the vehicle is located from the dropdown menu. You’ll only see locations assigned to you by your administrator.
5

Select Defect Categories

The defect category selector shows all 20 inspection categories. For each defect found:
  1. Tap a category to select it (checkbox turns blue)
  2. A notes field appears below the selected category
  3. Add notes to describe the specific issue (optional but recommended)
  4. Repeat for all defects found
Selection tips:
  • Select all applicable categories — don’t skip any defects found
  • Use notes to specify details (e.g., “large stain on driver seat, approximately 4 inches”)
  • Notes can be up to 500 characters per category
  • The header shows how many categories you’ve selected
When in doubt, select the category. It’s better to document a potential issue than to miss something that causes problems later.
6

Review and Submit

Before submitting, verify your inspection:
  • VIN — Displayed at the top; tap “Change” to rescan
  • Location — Confirm the correct location is selected
  • Defects — Review all selected categories and notes
When ready, tap Submit Inspection.During submission:
  • A loading indicator shows progress
  • The form is disabled while submitting
  • Stay on the screen until complete
After successful submission:
  • A success message confirms “Quality inspection submitted successfully!”
  • The form resets for your next inspection
  • The scanner reopens automatically
Your inspection is complete! The data syncs instantly and appears in your history and administrator dashboards.

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VIN Scanning Guide

The VIN (Vehicle Identification Number) is a unique 17-character code that identifies each vehicle. Successful scanning ensures accurate vehicle tracking.

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Barcode Locations

VIN barcodes can be found in several locations on a vehicle:
LocationDescription
DashboardDriver’s side, visible through the windshield
Door jambDriver’s door frame, often on a sticker
Engine compartmentUnder the hood, on the firewall or strut tower
Title/RegistrationOn vehicle documents (if available)
The dashboard VIN barcode is usually the easiest to scan. Look through the windshield at the base of the driver’s side.

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Optimal Scanning Conditions

Lighting

Scan in well-lit areas. Avoid shadows on the barcode. Natural daylight works best.

Distance

Hold your phone 6-12 inches from the barcode. Adjust until it’s fully within the green frame.

Angle

Keep the phone parallel to the barcode surface. Avoid extreme angles.

Stability

Hold the phone steady. Give the scanner 1-2 seconds to detect the barcode.

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VIN Validation Rules

All VINs must meet these requirements:
  • Exactly 17 characters — No more, no less
  • Alphanumeric only — Letters A-Z and numbers 0-9
  • No I, O, or Q — These letters are excluded to prevent confusion with 1, 0, and 9
“VIN must be exactly 17 characters”
  • Check if you missed any characters during manual entry
  • The scanned barcode may have been incomplete
“VIN cannot contain the letters I, O, or Q”
  • These characters aren’t used in VINs
  • If you see these in a barcode, it may not be a VIN barcode
“Invalid barcode”
  • The scanned code may not be a VIN
  • Try scanning a different barcode on the vehicle
  • Use manual entry as a fallback
If the scanner can’t read the barcode:
  1. Clean the barcode surface (dirt/dust can interfere)
  2. Adjust lighting (move to a brighter area or shade glare)
  3. Try a different angle or distance
  4. Scan a barcode from a different location on the vehicle
  5. Use manual entry as a last resort

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Defect Categories Reference

The inspection system includes 20 defect categories covering all major vehicle areas. Select all categories that apply to the vehicle being inspected.

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Interior Defects

Description: Interior or exterior window surfaces have smudges, streaks, or residue.Examples:
  • Fingerprints on glass
  • Water spots from improper drying
  • Film or haze on windshield
  • Tint adhesive residue
Notes to include: Which windows, type of contamination
Description: Cupholders contain debris, liquid residue, or leftover items.Examples:
  • Coins or small items in cupholder
  • Sticky residue from spilled drinks
  • Trash or wrappers
  • Dust and debris accumulation
Notes to include: Front or rear cupholders, type of debris
Description: Dashboard surfaces have dust, fingerprints, or residue.Examples:
  • Dust accumulation
  • Fingerprints on touchscreen
  • Sticky spots or spills
  • UV damage or fading
Notes to include: Specific areas, severity
Description: General interior condition issues not covered by other categories.Examples:
  • Odors (smoke, mildew, pets)
  • Missing or damaged trim pieces
  • Broken controls or buttons
  • General uncleanliness
Notes to include: Location and specific issue details
Description: Door storage pockets contain debris or are not cleaned.Examples:
  • Trash in door pockets
  • Sticky residue
  • Dust and dirt accumulation
  • Leftover papers or items
Notes to include: Which doors affected
Description: Center console area needs cleaning.Examples:
  • Fingerprints on console surfaces
  • Dust in crevices
  • Sticky residue on shifter
  • Dirty armrest surface
Notes to include: Specific areas needing attention
Description: Seat surfaces have visible stains or discoloration.Examples:
  • Food or drink stains
  • Ink marks
  • Water damage marks
  • Dye transfer from clothing
Notes to include: Which seat, size and type of stain
Description: Floor mats are dirty, damaged, or improperly placed.Examples:
  • Heavy dirt or mud
  • Stains or spills
  • Tears or excessive wear
  • Missing floor mats
  • Mats not secured properly
Notes to include: Which mats, condition details
Description: Ceiling/headliner has stains, damage, or is sagging.Examples:
  • Stains from spills or leaks
  • Sagging fabric
  • Tears or damage
  • Smoke discoloration
Notes to include: Location and type of issue

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Cargo Area Defects

Description: Trunk or cargo area contains debris or leftover items.Examples:
  • Loose trash or debris
  • Personal items left behind
  • Dirty cargo mat
  • Spilled materials
Notes to include: What items/debris found
Description: Trunk carpet is stained, damaged, or improperly fitted.Examples:
  • Stains or spills
  • Tears or worn areas
  • Improper fit or loose sections
  • Missing carpet pieces
Notes to include: Location and type of damage

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Cleaning & Detailing Defects

Description: Carpets, seats, or other areas need vacuuming.Examples:
  • Visible dirt or debris on carpets
  • Crumbs in seat crevices
  • Pet hair accumulation
  • Sand or gravel in floor areas
Notes to include: Which areas need vacuuming
Description: Door jamb areas (where door meets body) need cleaning.Examples:
  • Dirt and grime buildup
  • Grease or lubricant residue
  • Dust accumulation
  • Paint chips or rust
Notes to include: Which doors, severity
Description: Vehicle exterior needs washing or has wash quality issues.Examples:
  • Visible dirt or road grime
  • Water spots
  • Bird droppings
  • Tree sap or bug residue
  • Incomplete wash
Notes to include: Areas needing attention
Description: Paint needs waxing, polishing, or has surface imperfections.Examples:
  • Oxidation or dull paint
  • Swirl marks
  • Light scratches that need buffing
  • Missing sealant protection
Notes to include: Panels affected, severity
Description: Tires or wheels need dressing/cleaning.Examples:
  • Brown or gray tires (need dressing)
  • Dirty wheel faces
  • Brake dust buildup
  • Curb rash visible
Notes to include: Which wheels, type of issue
Description: Side mirrors or rearview mirror need cleaning or have issues.Examples:
  • Smudged or dirty mirrors
  • Streaks or water spots
  • Cracked or damaged mirror
  • Loose mirror housing
Notes to include: Which mirrors, condition

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Mechanical & Other Defects

Description: Tire condition issues beyond normal wear.Examples:
  • Low tread depth
  • Uneven wear patterns
  • Sidewall damage
  • Missing valve caps
  • Incorrect tire pressure
Notes to include: Which tires, specific issue
Description: Engine bay condition or appearance issues.Examples:
  • Dirty engine bay
  • Fluid leaks visible
  • Damaged covers or missing caps
  • Corrosion or buildup
Notes to include: Specific location and issue
Description: Any defect not covered by the categories above.Examples:
  • Unusual conditions
  • Damage discovered during inspection
  • Items requiring special attention
  • Anything else noteworthy
Notes to include: Detailed description of the issue (notes are especially important for this category)
When selecting “Other,” always add detailed notes describing the issue. This helps others understand what was found.

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Viewing Inspection History

Track your past inspections to review findings, verify data, and identify patterns.

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Accessing History

1

Navigate to History

From the Quality tab, tap the History button or navigate to the inspection history section.
2

Browse Inspections

Your inspections appear in reverse chronological order (newest first). The header shows your total inspection count.Each inspection card displays:
  • VIN — The vehicle’s 17-character identifier
  • Location — Where the inspection was performed
  • Time — When the inspection was submitted
  • Defect count — Number of defects recorded
3

View Inspection Details

Tap any inspection card to view the full details:
  • Complete list of all defect categories selected
  • Notes for each defect
  • Full VIN and location information
  • Exact submission timestamp
4

Load More Inspections

Scroll to the bottom of the list to load older inspections. The app loads 20 inspections at a time for performance.
  • Pull down to refresh and see the latest inspections
  • “Loading more…” appears when fetching additional records
  • “You’ve reached the end” appears when all history is loaded

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Filtering and Searching

Advanced filtering options may be added in future updates. Currently, inspections are listed chronologically with pull-to-refresh capability.

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Best Practices

Follow these guidelines to ensure thorough, consistent inspections.

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Inspection Accuracy

Be Thorough

Check all areas systematically. Don’t rush through the inspection.

Document Everything

Add detailed notes for each defect. Future you (and your team) will thank you.

Use Good Lighting

Inspect vehicles in well-lit areas to catch all issues.

Be Consistent

Use the same process for every vehicle to ensure nothing is missed.

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Writing Good Notes

Notes add crucial context to your defect selections. Here’s how to write effective notes: Do:
  • Be specific about location (“driver’s seat, left side near door”)
  • Describe size or severity (“approximately 3-inch stain”)
  • Note the type of issue (“coffee stain” vs. just “stain”)
  • Include quantity when relevant (“3 spots on headliner”)
  • Mention if issue affects function (“cupholder sticky, lid won’t close”)
Don’t:
  • Write vague notes (“dirty”)
  • Skip notes entirely for significant defects
  • Use abbreviations that others won’t understand
  • Include personal opinions (“owner was messy”)

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Inspection Checklist

Use this mental checklist during each inspection:
  1. Overall wash quality and cleanliness
  2. Wax/polish condition
  3. Tire condition and dressing
  4. Wheel cleanliness
  5. Mirrors condition
  6. Door jamb cleanliness
  1. Dashboard cleanliness
  2. Center console and wipe-down areas
  3. Front cupholders
  4. Front door pockets
  5. Front floor mats
  6. Front windows
  7. Rearview mirror
  1. Rear seats condition
  2. Rear door pockets
  3. Rear cupholders
  4. Rear floor mats
  5. Rear windows
  6. Headliner condition
  1. Trunk cleanliness
  2. Trunk carpet condition
  3. Spare tire area (if applicable)
  4. Cargo mat condition
  1. Engine bay cleanliness
  2. Visible fluid leaks
  3. Overall engine appearance

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Troubleshooting

Common issues and how to resolve them.

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Scanner Issues

Symptoms: Camera open but no barcode detected, scanning takes too long.Solutions:
  1. Clean the barcode surface with a soft cloth
  2. Improve lighting (move to brighter area, avoid direct glare)
  3. Adjust distance (try 6-12 inches from barcode)
  4. Hold phone parallel to barcode surface
  5. Try a different barcode location on the vehicle
  6. Use manual VIN entry as fallback
If you consistently have scanning issues in certain areas, the lighting may be the problem. Consider moving vehicles to a better-lit area for inspection.
Symptoms: Black screen, camera won’t open, “Camera access denied.”Solutions:
  1. Check camera permissions: Settings > Auction Excellence > Camera (enable)
  2. Close other apps that might be using the camera
  3. Restart your device
  4. Force close and reopen the app
Symptoms: Scanned VIN doesn’t match the vehicle.Solutions:
  1. Tap Scan Again in the confirmation dialog
  2. Verify you’re scanning the correct vehicle’s barcode
  3. Try a different barcode location on the vehicle
  4. Use manual entry if barcodes are damaged

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VIN Validation Errors

Cause: The entered VIN has too few or too many characters.Solutions:
  1. Count the characters carefully
  2. Check for extra spaces at beginning or end
  3. Verify you copied the VIN completely
  4. If scanned, try rescanning or manual entry
Cause: VIN includes letters I, O, or Q, which are not used in VINs.Solutions:
  1. Double-check the characters (I looks like 1, O looks like 0)
  2. Replace I with 1 if that appears correct
  3. Replace O with 0 if that appears correct
  4. Verify from another VIN source on the vehicle

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Submission Issues

Symptoms: Error message, submission doesn’t complete.Solutions:
  1. Check your internet connection
  2. Wait a moment and try again
  3. Verify all required fields are completed (location selected)
  4. Force close and reopen the app
  5. Your form data is preserved — you won’t lose your work
If submissions consistently fail, contact your administrator to check system status.
Symptoms: Spinner that doesn’t stop, “Error loading defect categories.”Solutions:
  1. Check your internet connection
  2. Tap “Go Back” and try scanning again
  3. Force close and reopen the app
  4. Contact your administrator if problem persists
Symptoms: Expected location missing from dropdown.Solutions:
  1. Refresh the form by going back and scanning again
  2. Sign out and sign back in
  3. Contact your administrator to verify location assignments

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History Issues

Symptoms: Recent inspection missing from history list.Solutions:
  1. Pull down to refresh the history list
  2. Verify the submission completed (you should have seen success message)
  3. Wait a moment and refresh again
  4. Check your internet connection
Symptoms: Tapping inspection card doesn’t open details.Solutions:
  1. Try tapping again (may have been a miss-tap)
  2. Scroll history list to ensure cards are fully loaded
  3. Force close and reopen the app
  4. Refresh the history and try again

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Still Need Help?

General Troubleshooting

More solutions for common app issues

Contact Support

Reach our support team for assistance

Getting Started

New to the app? Start here

Lot Submissions

Track vehicle inventory across lots

Problem Reports

Report issues with A3 methodology

For Administrators

View inspection analytics