An Automotive Manager's Guide to Resolving a Confusing Fluid Ordering Process

Automotive shop managers rely on a steady supply of high-quality fluids, oils, and lubricants. However, the ordering process can often be cumbersome and confusing, especially if they have large spikes in demand from seasonal vehicle wear and tear. 

Confusing ordering processes lead to inefficiencies, delays, and lost business. When you work with a supplier to buy motor oils and lubricants, make sure to ask them questions that can help streamline your ordering process.

Common Reasons for Ordering Confusion

It first helps to understand why the automotive material ordering process can get confusing. Here are some common reasons why unreliable suppliers fall short:

• Complex product catalogs: Large, intricate catalogs can make finding the right materials challenging.
• Lack of clear product information: Insufficient or unclear product descriptions can cause ordering errors.
• Limited customer support: Inadequate or slow supplier support can leave important questions unanswered.
• Outdated inventory management systems: Inefficient systems make it difficult to track stock levels and place accurate orders.
• Supply chain disruptions: Unexpected shortages or delays can cause confusion and uncertainty.

Automotive shop managers also deal with unique compatibility, quality, and safety regulations to protect themselves, their staff, and their customers.

Essential Questions for Your Materials Supplier

Efficient material ordering improves your shop operations. Your wholesale oil distributors should be committed to addressing common automotive material problems, and you can help by asking the right questions during the ordering process.

Availability and Lead Times

Find out when you can expect to receive your materials. Ask about:

• What is the typical lead time for standard orders?
• Do you offer expedited shipping options for urgent needs?
• How frequently do you update your inventory levels?

Pricing and Discounts

Understand the cost structure to protect your profit margins. Ask about:

• What is the cost per unit for each material?
• Are there any volume discounts or bulk pricing options available?
• Do you offer any loyalty programs or long-term contract discounts?

Minimum Order Quantities

Balance inventory levels with your cash flow. Ask about:

• Is there a minimum quantity required for each order?
• Can I mix and match different products to meet a minimum order value?
• Are there any penalties or increased costs for ordering below the minimum quantity?

Shipping Costs and Methods

Factor shipping into your total costs and inventory management. Ask about:

• What shipping methods are available?
• How much does shipping cost for different order sizes?
• Do you offer free shipping above a certain order value?
• Can I choose my preferred shipping carrier?

Returns and Exchanges

Even with careful planning, sometimes materials may be defective or unsuitable. Ask about:

• What is your return policy for defective or unsuitable materials?
• Is there a time limit for returns or exchanges?
• Who bears the cost of return shipping?
• Do you offer partial refunds for slightly damaged goods?

Automotive-Specific Considerations

For automotive applications, you may also need to inquire about specific use cases and considerations:

• Compatibility: Are these materials compatible with specific vehicle makes and models?
• Quality and certifications: Do your materials meet or exceed OEM specifications?
• Safety and environmental regulations: Do you provide Safety Data Sheets (SDS) for all applicable materials?
• Technical specifications: Are there any special handling or storage requirements? What are the exact technical specifications of these materials (e.g., viscosity, weight, dimensions)?

Remember, a well-managed automotive supply chain is not just about getting the right materials—it's about building a competitive advantage. For more information on the B2B Account Program, contact your Keller-Heart procurement specialist.