31–60 Days: Launch, Prospecting, Early Sales Cycle & Operational Reinforcement (Expanded Guide)

Primary Goal: Begin outbound activity, generate meaningful quotes, establish field presence, deliver early units, and reinforce internal processes.

SECTION 1: Launch the Prospecting Rhythm (Days 31–40)

This stage is crucial for the Early Sales Cycle & Operational Reinforcement. This is the point where theory becomes execution. The goal is to establish daily discipline for outreach.

1.1 Daily Outreach Structure

You need a consistent rhythm that becomes second nature.

Daily targets:

10–20 outbound calls
10 prospecting emails
3–5 drop-in visits
2–3 follow-up calls
1 discovery meeting scheduled

This mixes field activity with office efficiency.

1.2 Build the Outreach Cadence

A structured cadence dramatically increases contact success rates.

Sample 7-Day Cadence:

Day 1: Call → Email
Day 3: Follow-up call
Day 5: Email with value asset
Day 7: Drop-in visit or send personalized video

Each action must include a scheduled next step in the CRM.

1.3 Equip Yourself with the Right Prospecting Tools

Business cards (fleet-oriented)
Commercial brochure/leave-behind packet
Sample quote sheets
Photos of stock and upfits
QR code linking to a commercial landing page
“Needs analysis” form

These tools enhance your first impression and immediately set you apart from retail salespeople.

SECTION 2: Establish & Refine Early Quotes (Days 31–60)

Quotes are not just opportunities — they are discoveries, relationship builders, and your best forecasting indicator.

2.1 Create Quote Volume

Goal: 10–20 quotes per week by Day 60.

Start with:

Standard work trucks (150/250/350 XL)
Vans (cargo/transit)
Dumps/service bodies
Utility configurations
Simple upfits that move quickly

This is where your early inventory choices pay off.

2.2 Improve Quote Accuracy

After the first 15–20 quotes, you’ll begin seeing patterns:

Common equipment needs
Preferred upfitters
Price points that win
Seasonal requirements
Industry specifics (HVAC shelving vs electrical bins, etc.)

Use this insight to refine specifications and expedite future quotes.

2.3 Build the Quote Repository

A shared repository allows faster quoting later.

Include:

Most common configurations
Market pricing templates
Upfit pricing cheat sheets
Freight, upfit, and doc fee breakdowns
OEM incentives by segment

Treat the repository as a living document.

SECTION 3: In-Person Field Strategy (Days 31–60)

Commercial sales wins in the field — not behind the desk.

3.1 Weekly Field Plan

Structure your field days:

3 Field Days / Week

Visit 8–12 businesses per day
Focus on industrial parks, construction zones, and trade hubs

2 Office Days / Week

Quote follow-up
Inventory planning
CRM updates
Upfitter management
Delivery prep

3.2 Conduct Effective Field Visits

A successful field visit includes:

Identifying vehicles in the lot (age, condition, application)
Asking for the fleet manager or decision-maker
Delivering your leave-behind packet
Asking discovery questions:

Examples:

“What’s your replacement cycle look like?”
“Any vehicles you’re looking to replace this year?”
“Who handles your upfits today?”
“What frustrates you most about your current provider?”

These questions open up natural conversations that position you as a partner.

3.3 Track Field Activity Log

At minimum, track:

Business name
Contact
Industry type
Fleet size
Vehicles seen onsite
Pain points
Next step
Follow-up date

This feeds the CRM and ensures nothing slips through the cracks.

SECTION 4: Strengthen Inventory Position (Days 40–60)

Now that you have early data, it’s time to refine your mix.

4.1 Identify Early Movers

From your first wave of quotes, identify:

What specs do customers ask for
What configurations are you missing
What upfits have the most demand
What inventory turns fastest

Update your stock plan accordingly.

4.2 Establish 90–180 Day Order Plan

You should now begin:

Monthly allocation reviews
Planning for upcoming OEM cutoffs
Placing rolling orders based on projected demand
Coordinating with upfitters on timing and capacity

This ensures long-term stability and future inventory availability.

4.3 Work Aged Units Early

Before anything ages out:

Highlight high-turn units
Offer early incentives
Promote internally to service customers
Consider trades with nearby dealers

Aged inventory becomes expensive — stop the problem early.

SECTION 5: Solidify Upfitter Systems (Days 40–60)

The upfitters become your operational partners.

5.1 Weekly Upfitter Check-In Meetings

Each week:

Review all WIP units
Confirm anticipated delivery dates
Identify bottlenecks
Push for priority units
Fix miscommunication early

5.2 Build Upfitter Turnaround Dashboard

Track:

Drop-off date
In-progress status
Estimated completion
Actual completion
Delivery scheduled
Delays

This dashboard becomes essential as volumes grow.

5.3 Co-Develop Standard Configurations

Work with upfitters to prepare:

Quick-turn service bodies
Common dump configurations
Pre-rigged utility trucks
Work-ready cargo vans

This dramatically speeds up quote-to-delivery times.

SECTION 6: Begin Structured Account Development (Days 45–60)

Now the goal shifts from “making contacts” to developing relationships.

6.1 Begin Qualifying Top Accounts

Choose your Top 25 from the original 100 list.

Evaluate:

Fleet size
Budget cycles
Reliability needs
Potential for multi-vehicle deals
Upfit-heavy industries
Service retention potential

These accounts become the backbone of the next 120 days.

6.2 Hold First Fleet Review Meetings

A fleet review is a simple conversation about:

Current vehicles
Age & mileage
Pain points
Future replacement cycles
Upfit preferences
Desired service experience

These meetings deepen trust rapidly.

6.3 Start the Account Rotation Rhythm

For the Top 25:

Calls every 2–3 weeks
Emails in between
Quarterly in-person check-ins

For the remaining 75:

Monthly touchpoints
Email nurturing in between

SECTION 7: Strengthen Service & Parts Integration (Days 31–60)

Now that fleet conversations are happening, the Service must be ready.

7.1 Launch Fleet Service Onboarding

Each new account gets:

Service manager introduction
Pre-approval for PM packages
Dedicated service contact card
After-hours service procedures
Parts ordering process overview

7.2 Coordinate PM Program

Work with Service to create:

PM package bundles (5k/10k/20k)
Multi-vehicle discounts
Fleet vehicle health reports
Driver check-in systems

7.3 Service Advisors Assigned to Fleet

Assign 1–2 advisors who will be:

Consistent
Fast
Clear communicators
Trained on commercial needs

This dramatically boosts retention.

SECTION 8: Early Deliveries & Follow-Up (Days 45–60)

You may deliver your first few vehicles during this window.

8.1 Delivery SOP Execution

Execute the checklist:

Cleanliness
Upfit accuracy
Paperwork prepared
Service introduction made
Photos taken
Follow-up scheduled

8.2 24-Hour / 7-Day / 30-Day Follow-Up

Create a structured sequence:

24 hours: Quick check-in
7 days: Any adjustments needed?
30 days: Introduce PM program + review account needs

Follow-up is what creates lifetime clients.

SECTION 9: 60-Day Review & Adjustments

At Day 60, evaluate:

Activity Metrics

Calls made
Drop-ins completed
Quotes delivered
Meetings conducted
Accounts added

Sales Metrics

Orders written
Units delivered
Pipeline volume
Upfitter cycle times

Account Metrics

New accounts opened
Top 25 identified and ranked
PM opportunities identified

Next-Phase Priorities

Prepare for:

First account penetration
Hiring plan assessment
Inventory expansion
Government sales introduction
KPI dashboard development

61–120 Days: Operational Stability, Core Account Development & Process Refinement

Ready to Turn Your Commercial, Fleet & Government Strategy into Measurable Growth?

You’ve seen the 180-Day Blueprint Overview—a proven, step-by-step roadmap for building a high-performance Commercial, Fleet, and Government department from the ground up. This blueprint is designed to take your dealership from foundational setup to full market penetration, predictable processes, and long-term profitability.

However, fundamental transformation happens when the plan is implemented correctly.

Don’t attempt to do this alone.

I work directly with Dealer Principals, COOs, GMs, and Commercial Directors to implement each phase of the 180-Day Blueprint, ensuring alignment across sales, inventory, upfits, F&I, and Fixed Operations so the strategy delivers measurable results.

If you want faster execution, fewer costly missteps, and a department built to scale, let’s talk.

Schedule a call today, and let’s implement your 180-Day Blueprint together.

About John Clark