BHPH Compliance Checklist
Replace tribal knowledge with a structured audit plan covering licensing, underwriting, collections, repossessions, and reporting. Use it internally, share it with lenders, or roll it into regulator prep.
CSV includes columns for owner, frequency, and notes so you can customize the tasks for every rooftop.
Detailed Checklist
25+ checkpoints mapped to every compliance pillar
Walk through the checklist quarterly with your collections manager, controller, and office manager. Flag gaps, assign due dates, and link evidence back to DealerClick so you can export proof before auditors even arrive.
Keep regulators and lenders confident by maintaining airtight records.
Prove authority on demand
Track state dealer, lender, and sales finance licenses with renewal reminders plus copies of surety bonds, power of attorney, and corporate resolutions.
Centralize insurance + bonding evidence
Store garage liability, blanket insurance, and repo agent certificates alongside limits to share instantly during audits.
Digitize vehicle intake packets
Scan ACV worksheets, recon invoices, titles, odometer statements, and emission/safety certificates for every unit before it hits the BHPH line.
Log policy acknowledgements
Have managers and collectors sign annual updates to repossession, hardship, and privacy procedures so examiners see clear governance.
Prove every approval matched written policies.
Standardized scorecards
Use one decision matrix covering income stability, residence, references, and DTI. Attach it to the deal record with pass/fail noted.
Document collection
Capture proof of income, insurance, residence, and references with expiration dates and alerts so renewals never slip.
Exception workflows
Route any guideline overrides for manager approval with reason codes, supporting docs, and repayment plan details.
Data retention
Retain credit applications, adverse action letters, and decisions for at least 25 months to satisfy ECOA/Reg B disputes.
Deliver the same documentation every time—no manual edits.
Generate contracts directly from DMS
Truth in Lending, retail installment contracts, privacy notices, arbitration forms, and product menus should pull data from DealerClick to prevent typos.
GPS & device consent
Provide disclosures and opt-in documentation for GPS, starter interrupt devices, and telematics when applicable.
Payment schedule acknowledgement
Include amortization schedules or payment calendars signed by the customer, plus ACH authorization where used.
Version control
Review template versions quarterly and maintain a change log so you can show regulators when language changed and why.
Every contact attempt and payment needs a paper trail.
Reminder automation with consent
Log SMS/email opt-ins, IVR scripts, and reminder cadences, then store timestamps for every outreach attempt.
Promise-to-pay + hardship tracking
Capture who approved hardship plans, terms offered, next review date, and supporting documentation.
Daily payment reconciliation
Match cash drawer, ACH, card, kiosk, and external payment partners to DealerClick batches every day with variance notes.
Cash handling controls
Require dual verification for deposits, immediate scanning of receipts/deposit slips, and secure transport logs.
Demonstrate that you follow state statutes before touching a vehicle.
Notice of default timeline
Record certified mail numbers, call attempts, text/email notices, and waiting periods prior to assigning a repo.
Vendor management
Keep active agreements, hold-harmless forms, and insurance certificates for every recovery agent and storage facility.
Personal property handling
Document property inventory, storage locations, release letters, and destruction dates per state law.
Deficiency + surplus handling
Track sale results, deficiency calculations, notice dates, and payment arrangements or charge-off approvals.
Close the loop with analytics and accountability.
Portfolio KPIs
Publish delinquency buckets, net charge-off, gross yield, and aging to leadership and funding partners every month.
Audit binder prep
Bundle contracts, notices, payment history, and repossession documentation quarterly so the next exam is plug-and-play.
Access controls
Review user permissions, MFA enrollment, and login logs quarterly. Document remediation steps for any anomalies.
Team training
Run annual compliance refreshers with sign-in sheets and quizzes. Track completion status inside DealerClick learning paths.
How progressive BHPH groups use this checklist
- Quarterly compliance sprints: Assign each list item to Finance, Collections, or Accounting and review status in a single meeting.
- Lender reporting: Attach the completed CSV plus KPI exports to your warehouse line or forward flow partners to show portfolio hygiene.
- Training new rooftops: Run new GMs through the checklist so their onboarding is tied to documented workflows from day one.
Next steps
Pair the compliance checklist with our BHPH Profitability Calculator to see how stronger governance protects capital and accelerates collections.
Need a white-labeled PDF for investors? Ask our team and we will brand it with your rooftop name.
Get a personalized compliance walkthrough
Meet with a DealerClick specialist to map this checklist to your underwriting policy, notices, and collection workflows. We’ll show you how to automate reminders, store documentation, and prep regulator packets directly inside the DMS.