In today’s dealership environment, few things are more critical—and more scrutinized—than a complete and compliant deal jacket.

“There’s no wiggle room anymore,” says C. Grier Yartz, CEO of Macrosmith. “If even one document is missing, it can result in funding delays, chargebacks, or even compliance penalties.”

Yet keeping every required document in one place continues to be a challenge for dealerships. Deal jackets contain more than just a buyer’s order or the retail installment contract—they often include a dozen or more forms, many of which live in separate software solutions or originate from different departments. Add in the fact that every OEM or lender may have different requirements, and the process becomes even more tangled.

What’s in a Typical Deal Jacket?

Though it can vary slightly depending on state, lender, and OEM, most complete deal jackets include:

• • Buyer’s Order
• • Retail Installment Sales Contract (RISC)
• • Credit Application(s)
• • Proof of Insurance
• • Copy of Driver’s License
• • Trade-in Paperwork (title, odometer statement, payoff)
• • Finance and Warranty Disclosures (GAP, VSC, etc.)
• • Menu presentation documentation
• • Privacy notices and compliance forms (OFAC, Red Flags)
• • Delivery checklist
• • Vehicle registration paperwork
• • Service contracts or add-on product agreements
• • Signatures, timestamps, and version history for all documents

“It’s not just about having the document,” Yartz explains. “It’s about having the right version, signed and timestamped, and having it available instantly—whether for internal QA, a lender audit, or a regulator inspection.”

The Pain of Disconnected Systems

Here’s the problem: most dealerships now rely on five to seven different tools to generate or store those documents.

• • The desking solution might output the first pencil and final terms.
• • The CRM or digital retailing tool might collect the initial credit application.
• • Menu presentations live in a separate F&I platform.
• • Funding packets get submitted to lenders through another platform entirely.
• • DMV forms may be processed in yet another system.

Even when documents are generated electronically, they’re not always housed in a centralized location. This creates a fragmented document trail—and a major compliance risk.

“We talk to dealers all the time who think they’re paperless,” Yartz says. “But they’re really just storing PDFs in five different silos. That’s not digital transformation. That’s a digital mess.”

One Place. Every Document. Every Deal.

At its core, Macrosmith’s MacroFile functions like a digital filing cabinet—but with the intelligence and automation today’s dealership teams actually need.

“MacroFile isn’t just about storage,” explains C. Grier Yartz, CEO of Macrosmith. “It’s about smart retrieval. It’s about workflows. It’s about making sure you never get caught without the document you didn’t even know you were missing.”

MacroFile integrates with nearly any DMS or third-party software, and pulls together scanned documents, PDFs, digitally signed forms, and even photos—organizing them all into a single, secure deal file. That means fewer places to look when questions arise and instant access when it’s time to prove compliance.

Key Features That Matter to Controllers and F&I Managers

Intelligent Document Routing

Instead of dumping every scanned page into a shared drive, MacroFile’s routing rules automatically assign each document to the correct deal based on deal number, VIN, or customer name.

“We’ve seen dealers go from manually renaming files all day to just scanning and walking away,” says Yartz. “MacroFile knows where everything goes.”

Custom Deal Jacket Checklists

Every store—and sometimes every lender—has different document expectations. With MacroFile, dealerships can build customizable checklists that track whether each document is present, properly signed, and completed. If anything’s missing, the system flags it in real time.

“You can’t fix a missing doc two weeks later when funding gets delayed,” Yartz says. “MacroFile shows you what’s missing right now, so you can act while the customer’s still in the building.”

Audit Trail

When lenders, manufacturers, or regulators come knocking, MacroFile’s Audit trail provides clean, date-stamped package with every required document in one click.

“Controllers used to spend hours prepping for audits,” Yartz notes. “Now, they push a button.”

Granular User Permissions

Not everyone in the store needs access to every file. MacroFile includes configurable user roles, so F&I can access sensitive docs without exposing them to the entire dealership.

Improved Accountability, Faster Funding, Less Stress

Dealerships that implement MacroFile report significant gains:

• • Faster funding due to complete and instantly accessible documentation
• • Fewer compliance risks and missed documents
• • Increased transparency across sales, F&I, and office teams
• • More time for value-added tasks like reconciling contracts, not chasing down missing forms

Built for the Real World of Retail Automotive

Unlike generic document systems, MacroFile is designed specifically for automotive dealerships. That means it speaks the language of desking tools, F&I menus, DMV forms, and internal deal workflows.

It’s also flexible.

“Some of our clients are fully digital; others are still scanning paper deal jackets,” Yartz explains. “We meet them where they are—and help them evolve over time.”

Document Control as a Competitive Advantage

At the end of the day, a complete, organized deal file isn’t just a compliance requirement—it’s a competitive edge.

“Margins are razor thin. One chargeback or delayed contract can erase your week’s profits,” says Yartz. “Macrosmith gives dealerships control over one of their biggest liabilities—without adding more admin work.”

For dealership groups managing multiple rooftops, the stakes are even higher. MacroFile allows managers to review deal jacket completion across stores, set uniform expectations, and catch compliance issues before they become funding nightmares.

Want to See MacroFile in Action?

Macrosmith offers live demos for dealership controllers, office managers, and dealer principals who want to understand how the platform can streamline workflows and tighten compliance.

“Most dealers tell us the same thing after they see a demo,” Yartz says with a smile. “‘Why didn’t we do this years ago?’”

To learn more about Macrosmith’s Macrofile, or to schedule a live demo, contact Macrosmith today.