For Omar and Sasha · 16 Oct 2026

One form in ClickUp. One car card in VinSight. The bank tells us when it's paid.

This is what we agreed on the call yesterday, now live. The screenshots below are from the real system. Red marks show where to look. Tap any picture to open it full size.

  1. STEP 1Fill the intake formEvery car starts here. Put the VIN in.ClickUp
  2. STEP 2Car card appearsVinSight makes the card by itself and comments on the ClickUp task.Tools › Deals
  3. STEP 3Wire landsSRI (TD) and Auto RB (Scotia) both show in the Ledger.Tools › Ledger
  4. STEP 4Confirm the matchCheck the suggested invoice, add the wire receipt, confirm.Tools › Ledger
  5. STEP 5Marked PaidThe invoice turns Paid and the ClickUp task gets a comment with the receipt.Card + ClickUp
1
ClickUp · Purchase Board

Every car starts with the intake form

Use the NEW CAR INTAKE FORM for every car, the same as today. The one change is the VIN. Type the real 17-character VIN. VinSight reads the task the moment it is saved. If it can't find a real VIN, it comments on the task and asks for one.

ClickUp NEW CAR INTAKE FORM with the Intake Form tab and the VIN field circled
The VIN field says "If unknown please answer 12345". A fake VIN still works in ClickUp, but VinSight can't make a card from it. Fill in the real VIN when you have it, and the card appears then.
2
ClickUp · the task

VinSight answers on the task

A few seconds after the task is saved, a comment appears with a link to the car card. It shows under Shaw's name, because VinSight uses his ClickUp login. Sasha made this GMC Sierra task this morning, and the card was ready right away.

ClickUp task with the VinSight car card created comment and the VIN field boxed
No real VIN? The comment reads: "VinSight: no 17-character VIN found — add it in the VIN field and the car card will be created."
3
VinSight · Tools › Deals

One car card per VIN

VinSight copies the car, VIN, dealership, investor, price, purchase date and the task's photos and PDFs onto the card. When ClickUp makes the Sales Board task, VinSight links it to the same card by VIN. The ClickUp tag on the card shows the Sales Board status.

Deals list with three cards tagged CLICKUP and their Sales Board status circled
These three cards were made this morning, when the team updated these cars in ClickUp.
Car card header with the Purchase and Sales ClickUp links circled
The top of each card links back to both ClickUp tasks.
4
Car card · Paperwork for this VIN

Every invoice for the car, with paid or not

Open a card and scroll to Paperwork for this VIN. It lists every invoice and bill of sale made in VinSight for that VIN. Each one is Unpaid, Processing, Paid or Void. The Ledger marks it Paid when a wire is confirmed. You can also change it by hand. Each change posts a comment on the ClickUp task.

Paperwork for this VIN with a Paid status circled, the status menu open, and four same-amount invoices boxed
This is the 2026 BMW X6 M. Use Void for duplicate or replaced invoices, so only the real one waits for money.
5
VinSight · Tools › Ledger

Both bank accounts in one list

The Ledger now holds SRI Auto (TD) and Auto RB (Scotiabank). Each row has a tag that shows its bank. Use the menu at the top to see one bank or both. The 17 doubled rows are gone, so the Sept 10 $130,610.50 wire now shows once.

Ledger account menu open with All accounts, Auto RB and SRI Auto, and the Needs review tab circled
Totals are blurred on this page. In VinSight you see the real numbers.
Ledger rows with the bank tag column and the coloured status column boxed
UnmatchedNo invoice found yet. Click Link… and search by invoice number or VIN.
SuggestedVinSight found the invoice. Open the row, check it and confirm.
PartialPart of the money is matched. Something is still missing.
MatchedDone. The invoices are marked Paid.
IgnoredBank fees and similar rows. VinSight files these by itself.
6
Ledger · open a row

Confirm the wire, attach the receipt

Click a row to open it. Check the linked invoices and confirm. Then drag the wire receipt into Receipts. TD keeps $17.50 from each incoming wire. VinSight knows this, so a wire that is $17.50 short still counts as paid in full. The fee shows on its own line.

Reconcile transaction panel with the Receipts drop zone, the TD wire fee line and the Remaining $0.00 line circled
The Sept 10 wire paid two Elite Auto Exchange invoices. It came in $17.50 short, and VinSight books that as the TD fee.
What ClickUp gets when a wire is confirmed (example) Shaw Rana · comment on the car's ClickUp task 💰 Invoice #771385 (SRI AUTO → ELITE AUTO EXCHANGE, $89,270.00) marked PAID by ledger:(your login) — wire $130,610.50 received 2026-09-10 on Operating 📎 VinSight-wire-receipt.pdf
7
On your phone

Works on the phone

Open tools.vinsight.ca on your phone. The Ledger has its own button in the bottom bar. You can also attach a receipt from the phone's photos.

Ledger on a phone screen
✓
For Sasha

The daily routine

Every morning

  1. Open Tools › Ledger. Set the menu to All accounts.
  2. Click Needs review.
  3. Open each blue Suggested row. Check that the invoice is right, then confirm.
  4. Drag the wire receipt into Receipts.
  5. For each yellow Unmatched row, click Link… and search by invoice number or VIN.
  6. If the money is for something with no invoice (a transfer between our companies, for example), write a note on the row.

When a new car comes in

  1. Fill the ClickUp intake form with the real VIN.
  2. Wait for the "✅ VinSight car card created" comment on the task.
  3. No comment after a minute? Check the VIN. Then tell Shaw.
  4. Make the invoices and bills of sale in VinSight as usual. They show on the card by VIN.
  5. Set Void on any duplicate or replaced invoice.
+
Also fixed

What else changed

  • RB wires now alert the WAR ROOM. The alert only covered SRI before. That's why nobody saw the $180k RB wire. The alerts never stopped. RB was never in them.
  • No more doubled rows. The bank sync can't make duplicates again.
  • 13 invoices already marked Paid from wires that were confirmed before today. ClickUp got no comments for these.

Questions for Omar

What fee does Scotiabank take on incoming wires? Until we know, RB wires must match to the cent.
Who may set an invoice to Void? Only Omar and Sasha?
When every invoice for a car is Paid, should VinSight also move the Sales Board task to closed? Today it only comments.
The 2026 Audi RS Q8 has two $173,229 invoices from Auto RB to Janex (#435206 and #378163). Is one a duplicate?