Getting Started
Everything you need to know to start using Appraisal Vault.
Download the App
Appraisal Vault works on both mobile and desktop. Download the app to get started, or visit the web portal from your computer.
Most reps use the mobile app day-to-day. The web portal is great for managers who want to view appraisals, manage the team, or print from a desktop.
Overview
Appraisal Vault is the fastest way to create, manage, and share vehicle appraisals with your dealership team. This guide will walk you through everything you need to know.
What you'll learn
Key features
Scan barcodes with your camera to auto-fill vehicle details.
Get instant market-based pricing with real comparable listings.
Take photos directly or upload from your gallery.
Share appraisals, add notes, and track your pipeline together.
Search, filter, and track appraisals from Pending to Won or Lost.
Share inventory with partner dealerships while keeping customer info private.
Setting Up Your Account
Your dealership manager will send you an email invitation. Here's what to expect:
Download the app
Download Appraisal Vault from the App Store or Google Play.
Sign up with your invited email
Open the app and tap "Sign Up". Enter the email address your manager invited — we'll verify it and link you to your dealership automatically.
Verify your email
Enter the 6-digit code sent to your email. This confirms your identity.
Enter your name
Enter your first and last name.
Add your phone number
Enter your phone number (10+ digits). This is required.
Create a password
Choose a password with at least 8 characters and one number. Once set, you're in!
Use the same email address your manager invited — a different email won't work.
Creating Your First Appraisal
Creating an appraisal takes less than a minute. Here's the workflow:
Tap the + tab
At the bottom of the screen, tap the + button to start a new appraisal.
Scan or enter the VIN
Point your camera at the VIN barcode — the app will auto-fill the year, make, and model. You can also type it manually.
Add vehicle details
Fill in the mileage, condition, trim level, and any damage or tire notes.
Take photos
Snap photos directly or upload from your gallery. Photos help your team and managers review the vehicle.
Add customer info
Enter the customer's name, phone, and email. This is optional but helps your team follow up.
Save or submit
Save as a draft to finish later, or submit it right away.
You can save a draft and come back to it later — nothing gets lost.
AI Appraisal
If your dealership has the AI Appraisal add-on enabled, you can get instant market-based pricing on any vehicle.
How it works
Tap the “Get AI Appraisal” button on any appraisal. The system searches real market listings, analyzes comparable vehicles, and generates a detailed pricing breakdown — usually in under 30 seconds.
What you'll see
You'll also see the actual comparable listings the AI used, so you can verify the data yourself.
AI Appraisal pulls real listings from the market — it's not a guess. Use it as a starting point for your negotiations.
Managing Your Appraisals
Once you've created appraisals, here's how to stay organized.
Mark deals as Won or Lost — your manager uses this to track the pipeline and measure performance.
Inviting Your Team
As a dealership owner or admin, you can invite your sales reps to join Appraisal Vault. Use the web portal (Settings → Team) or the Manage tab in the mobile app if you have admin access.
Open Team Management
From the portal, go to Settings → Team. In the app, open the Manage tab (visible to admins only). Both show your current team and available seats.
Send an invitation
Tap 'Invite Member', enter the rep's email address, and send. They'll receive an email with a link to download the app and create their account.
Track acceptance
You'll see pending invitations and their status. Once a rep accepts, they appear in your team list.
About Seat Limits
Your subscription includes a set number of seats. Each team member uses one seat. If you need more seats, you can upgrade from the Billing page in the portal.
Managing Roles
You can promote team members to Admin or demote them back to Member. Admins can invite and manage other team members on your behalf.
Reps must sign up using the exact email you invited — remind them to check their inbox (and spam folder).
Dealership Settings & Billing
The web portal and the app's Manage tab give you full control over your dealership's configuration and subscription.
You can manage everything from the portal at appraisal-vault.com — no need to use the mobile app for admin tasks.
Need Help?
We're here to help you get the most out of Appraisal Vault. Reach out anytime.