Ask the provider the right questions
- Is each file a complete snapshot or a partial/delta export?
- Which field is permanent and unique for a vehicle’s entire life?
- Can stock numbers be reused, and can VINs be missing?
- What format, delimiter or repeating XML element, encoding, delivery time, and update frequency are used?
- How are availability, condition, certification, price, mileage, features, and photos represented?
- Are photo URLs public HTTPS addresses that remain stable and require no separate authentication?
- Who will notify the dealership before headers, paths, credentials, or business rules change?
Approve vehicle identity
Prefer an immutable provider vehicle ID as External ID. A VIN is a strong fallback when every record has one. Use stock number only when it remains stable and is not reused too quickly.
LotPress identity = permanent Source identifier + External IDDo not use title, row number, price, or another changing value. Record the approved Source identifier and never change it casually after the first import.
Require a representative sample
Require an actual export containing new and used vehicles, optional and missing values, multiple photos, special characters, multiline descriptions, features, and any certified, pending, or sold states. Confirm its headers and structure match production.
Reject empty examples, screenshots, field descriptions without an export, and samples containing only one ideal record.
Apply the acceptance checklist
- CSV or XML, no larger than 25 MB and no more than 2,500 records.
- Every record has a unique, non-empty External ID candidate.
- Year, make, model, numeric values, state labels, features, and photos have consistent meanings.
- Photo hosts allow WordPress safe downloads and provide JPEG, PNG, or WebP files no larger than 10 MB each.
- The provider confirms whether missing records truly left inventory.
- Transport, credentials, path, schedule, expected record range, and escalation contact are documented.
Record the provider handoff
Keep a dealership-owned record of the provider, technical contact, Source identifier, External ID field, format, parser settings, mapping, photo behavior, transport, expected counts, delivery schedule, missing-vehicle policy, and sample approval date. Store credentials separately.
Require a new preview and approval whenever the provider changes any of those values.