Integrated management system for used-car exports
One thread connects sourcing and reconditioning at home, export licences and customs clearance, overseas warehouse and sales, and FX collection and after-sales: how each vehicle was sourced, what reconditioning and inspection cost, how much of the export licence is used, whether any document is missing before shipment, what it sold for overseas, and whether the tax rebate came back - all on the same set of documents. Everything hangs off the VIN: vehicle price, reconditioning, inspection, freight and duty roll up into a unit cost, so margin is known at quotation time. Delivery and transit milestones are tracked end to end, and cancellations, returns, rejections and customs withdrawal have a closed reverse flow.
Internal workspace, distributor portal, mobile, group wallboard and brand website - five apps, ready out of the box
Three layers: Suanshu Technology (vendor) ships the "Suanshu Haiyuan" product; this demo runs on the customer tenant brand "Haiyuan International · Used-Car Export". Inside the demo system the login accounts, organisation and document headers keep the existing demo entities, and what the demo environment shows prevails.
Judging condition when sourcing, costing reconditioning, watching licence usage, waiting on documents for customs and never missing a rebate deadline - spreadsheets and chat groups sink under it.
Vehicles reported by dealers, platforms and individuals sit in chat threads, with descriptions and asking prices all over the place, and the real reconditioning bill only shows up after you buy. Sourcing leads, appraisal, contract and payment form one chain, so every vehicle bought has a record.
Washing, bodywork, parts and conversion costs are often only known at settlement. Reconditioning work orders capture items and labour per vehicle and feed straight into unit cost, so you know what margin is left at quotation time.
How the 180-day age rule applies, which vehicles are barred from export, whether destination certification has expired - miss one and the goods will not leave the port. Pre-export compliance self-checks run the rules per vehicle with red/amber/green results, and an unqualified vehicle cannot enter customs.
Under "one licence per batch" a licence covers up to 20 units under a single HS code; how many are used, how many remain and when it expires is all kept in someone's head. The licence ledger puts usage progress and validity in plain sight, with alerts before expiry.
Customs declaration, inspection form, certificate of origin and the shipping set of CI / PL / BL - miss one and nothing moves. Document completeness is judged per scenario: what is mandatory before shipment, before customs and before destination delivery.
When the money lands, what the settlement rate is, how many days are left before the rebate filing deadline - a busy week and it slips. Collections are logged and written off line by line, with claimed, received and in-transit separated, and hedging differences made explicit.
Vehicles are sourced in CNY, freight and customs run in USD, overseas sales are in local currency, and every FX move changes the margin. Multi-currency definitions and FX parameters are maintained centrally, so cost and price are each calculated on their own terms.
At the port, at sea, in customs, in the overseas warehouse, in the showroom - every stage is chased by phone, and no one can answer when the customer asks. Transit milestones are filled in stage by stage, OTD is computed from three date definitions, and slips raise alerts before they happen.
Cancellation, rejection, return, customs withdrawal, rolled container, discrepancy - which modules a bad event rolls back, how many steps are done and how many days are left to close is rarely clear. The export reverse flow leaves a trail for every rollback step and totals the loss.
Eight steps, one document flow. From purchase to sale, every vehicle has a single source of truth.
Vehicles reported by dealers, platforms and individuals are appraised and priced by model and condition, then contracted with a deposit. Every vehicle bought gets its own file.
Washing, bodywork and parts, plus conversion required by the destination country (left-hand-drive conversion, rear fog lamp and so on). Labour and cost feed straight into unit cost.
Third-party or in-house inspection reports, plus destination-country certification (OTTC / SBKTS / GCC / NOM) applications and validity. Unqualified vehicles do not ship.
Every vehicle runs the 180-day age rule and export-bar situations. Export licences follow "one licence per batch": up to 20 units under a single HS code.
Declaration, inspection and release. What is mandatory before shipment and before customs is judged automatically - a missing paper stops both shipment and clearance.
Booking, container loading, VIN list, bill of lading and transit milestones filled in stage by stage, with vessel, ETD / ETA and delays watched closely.
Destination clearance and container pickup, overseas warehouse inbound and showroom transfer, overseas customer quotations (FOB / CIF), export contracts and orders, showroom handover.
Collections and settlement written off line by line, export tax rebate filing and receipt; overseas service outlets, parts, work orders and warranty claims followed through.
Everything runs on the VIN: from an overseas handover you can trace back to the sourcing contract, and from a warranty claim back to the pre-export inspection.
Menus follow the business flow: workspace, sourcing and condition, licences and compliance, documents and customs, logistics and delivery, overseas sales, FX and rebate, overseas service, reverse flow, base master data.
These six decide whether a used-car export business can source sensibly, get goods out, count its money and take a return cleanly - and where a generic ERP differs from an export-specific system.
With the VIN as the thread, vehicle price, reconditioning, inspection, conversion, freight and duty roll up into the same vehicle, giving one cost card per unit so margin is known at quotation time.
Export licences follow "one licence per batch" (up to 20 units under one HS code) with usage and validity tracked; the 180-day age rule and export-bar situations are self-checked per vehicle, and unqualified goods do not move.
What is mandatory before shipment, before customs and before destination delivery is defined by the region pack, and a missing paper blocks the process instead of relying on memory.
Collections are written off and settled line by line with hedging differences visible; export tax rebate tracks claimed, received and in-transit separately so filing deadlines are not missed.
One vehicle is split into trackable stages from port consolidation to overseas delivery, each with a committed date, current status, owner and countdown, alerting before a slip.
Cancellation, return, rejection, customs withdrawal, rolled container and discrepancy all start in one place: which module each step rolls back, what changed before and after, and who did it, all logged with the total loss rolled up.
Roles, permission points and data scope: sourcing, documents, sales and finance each see their own, with amounts and customer ranges properly scoped.
Group-wide KPIs and the management cockpit; any figure on sourcing, export, sales or rebate opens into the underlying document and owner.
Sourcing leads and contracts, supplier payments, reconditioning work orders, pre-export inspection, conversion and the vehicle file.
Export licences, document completeness, customs declaration and inspection, certificate of origin and dangerous goods certificate.
Overseas customers and quotations, export contracts and orders, FX collection and settlement, hedging, export tax rebate and unit cost.
Sourcing, reconditioning, documents, logistics, overseas sales and finance with full desktop operations and approvals.
Photograph vehicles while sourcing, reconditioning progress, scan-based stock moves and approvals - usable on the floor.
B2B ordering platform: place orders, confirm delivery, report stock, check terms and reconcile.
Cockpit metrics on the wall; click a number to drill into the result set during the morning meeting.
Public site for models, stores and lead capture, feeding the lead pool with automatic assignment.
A region pack defines which licences and customs documents a market needs, which language and currency it uses, and how tax is calculated.
The used-car export main line is pack_export: export licence, customs declaration, certificate of origin and dangerous goods packaging certificate, with destination certification pluggable per market. Business code knows packs, not countries - entering a new market means adding a pack, with no change to business logic.
Completeness rules live in the pack too: which documents are mandatory before shipment, before customs and before destination delivery. Completeness rates and reminder rules follow the pack.
Next: pack_ph (Philippines), pack_vn (Vietnam) and more, on the same interface. Country differences never enter the main code base.
Different backgrounds, the same problem: sourcing, export and overseas sales must become one set of books. Below are typical scenarios by business type, and what changes once the system is in place.
Sourcing at home · exporting overseas
Once volumes grow, the hard part is no longer selling but explaining how much this batch actually earned: sourcing cost, reconditioning spend, sea freight and duty sit with a few people, and nobody can say whether the tax rebate came back.
Brand certification · batch export
Certified used cars need inspection and reconditioning standards, and batch export also means managing licence quota and document completeness - offline spreadsheets struggle to keep every vehicle on the same definition.
Export and overseas stores on one set of books
Running both export and overseas retail means domestic cost definitions do not line up with overseas selling prices, and the overseas warehouse, store stock and service parts each keep their own books.
Multiple brands · multiple regions · a channel network
Downstream orders come by phone and chat, while credit, terms, delivery confirmations and rebates live in separate books; cross-territory selling and price undercutting surface late, and bad debt only at year end.
Pick one vehicle type and one destination country, run sourcing, reconditioning and inspection, licences and customs, shipment and delivery, and FX collection and rebate end to end, and get the first trustworthy unit cost.
Add new markets with the same region pack mechanism (licences, documents, taxes, currency, language), while business logic and habits stay the same and group reports roll up automatically.
Open the overseas warehouse, store sales and service step by step, so export and overseas retail settle on one set of master data.
Scenarios above are grouped by business type and do not name specific customers; actual references and engagement scope are subject to commercial discussion.
Feature list, product intro deck and brochure — download, print or forward to your team and partners.
These three files are in Simplified Chinese; contact us for English / Português versions. Need English / Portuguese versions or a customised feature list? Talk to us.
The demo environment holds a full data set for a used-car export business: from sourcing leads, reconditioning and pre-export inspection, export licences and customs shipment, to the overseas warehouse, overseas sales and FX collection and tax rebate - all linked upstream and downstream.
Demo@123
The login page offers one-click sign-in, so no typing is needed, and the demo data can be reset to factory state at any time.
The questions that come up most often in partner and channel discussions.
A standard product. Country differences are extracted into pluggable region packs (licences, documents, taxes, currency, language), so delivery means switching a pack rather than changing business code. Customer-specific fields use custom fields and customer-specific options use data dictionaries, both maintained by the customer.
Under "one licence per batch": one licence covers one HS code and up to 20 units. The system tracks usage progress and expiry with alerts before a licence lapses, and you can always see which licence a shipment used and how much quota is left. Destination certifications (OTTC / SBKTS / GCC / NOM and others) are checked per vehicle for validity, and an expired one blocks customs and shipment outright.
Every vehicle runs the self-check rules before export: the 180-day age rule, export-bar situations, destination entry requirements and inspection verdicts, returning a red/amber/green result. A vehicle that fails cannot enter the customs step. Inspection reports and certification material are filed by VIN and always retrievable.
The interface supports Chinese, English and Portuguese. Settlement is mainly in USD while accounting can keep CNY and BRL in parallel, with centrally parameterized FX rates and a hedging ledger. The default language and currency of a market are defined by its region pack.
Yes, and the VIN is the thread. Sourcing, reconditioning, inspection, licences, customs, shipment, transit, overseas delivery, after-sales and warranty claims all share the same vehicle record, and every step links to its upstream and downstream documents.
Vehicle price, reconditioning labour and parts, inspection fees, conversion, domestic freight, sea freight and insurance, duty and destination charges are rolled up per VIN into a unit cost card. Export quotations and contracts use the same definition, so margin is known at quotation time rather than reconstructed afterwards.
Collections are logged line by line and written off against receivables, with settlement and hedging differences shown separately. Export tax rebate is tracked in three states - claimed, received and in transit - with reminders on filing dates and receipt, so deadlines are not missed.
The VIN is the thread. A delivery is split into stages such as sourcing, reconditioning and inspection, licences and customs, port consolidation and shipment, transit, and destination delivery. Each stage carries a committed date and a current status, and the delivery board shows days left to the committed date, which stage is stuck and who owns it. Committed, expected and actual dates are kept as three separate measures so the OTD rate has its own definition, alerts fire before a slip, and any number clicks through to the underlying document. L/C scenarios add a latest shipment date deadline alert.
Through one export reverse flow: raise the case (cancellation / return / rejection / customs withdrawal / rolled container / discrepancy), triage and fix liability, roll back each affected module (stock, receivables, vouchers and document status in step), then close. Every rollback is logged with the module touched, before and after values and the operator, and the reverse board reports the stage funnel, responsible-party attribution and total loss.
PHP 8.0 or newer (8.3 recommended) with SQLite runs it, including subdirectory deployments without URL rewriting and without extra middleware. A single ordinary cloud host is enough for demos and pilots, and a production database can be adopted later without changing the business layer.
Yes. The demo environment offers a one-click reset back to factory data, which makes repeated demos for different customers and roles easy.
We will walk this demo environment along the real chain - sourcing, reconditioning and inspection, licences and customs, port loading and shipment, overseas sales, FX collection and rebate - and then work out licences, documents and unit cost for the destination country you plan to enter (its region pack).
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All figures on this page come from the demo environment. You can enter the live demo from the footer.