The Netchex Dealertrack integration connects your dealership's payroll and HR data with Dealertrack, so tech time, GL reporting, and payroll submissions flow smoothly between the two systems — no manual double entry required. This first session covers what the integration does and where to find it inside Netchex.

Where to find it

From your Netchex dashboard, click Reports → Payroll, then scroll down to the Dealertrack section. Inside you'll find three main areas, each covered in more depth in later sessions:

• GL Report Settings — where you connect your Dealertrack account, choose your post date, and set up email notifications (covered in the Setup session).
• Send GL Report — an automated submission that runs once Netchex has invoiced payroll. The email recipient then receives a success or failed notification. A Preview GL Report button lets you preview the GL report file for the selected payroll; if a payroll fails submission, a Submit to Dealertrack button lets you resubmit. Once a payroll has been successfully submitted, it cannot be resubmitted.
• Tech Time / Sales Commission Payroll Detail Report — pull a payroll detail report for tech time or commissions by department, payroll group, or specific employees (covered in the Reporting session).

Importing tech time & commissions

You can import your tech time and commission earnings from Dealertrack directly into Netchex Payroll. Go to your payroll and, from the Edit Timesheets page, choose Import Batch Data at the top. From there you can import tech time, commissions, or a schedule import. Choose the date range, the divisions, business units, departments, and payroll groups to include, and whether to include open repair orders. Click Continue and the system pulls the relevant data from Dealertrack.

Next, on Employee Settings, confirm the technicians to bring tech time in for — one, several, or all — and select the earnings code to associate the tech time with (all tech time in an import shares the same earnings code). On the Review and Import page you'll see a breakdown of the amounts coming in by employee; click an employee to see their individual records, or the trash-can icon to remove a technician. When it looks right, click Import Batch to bring the data into payroll.

This session goes hands-on with setup — connecting your Dealertrack account, configuring your GL report details, and setting up email notifications so the integration is ready to go. To start, navigate to Reports → Payroll, scroll down to the Dealertrack section, and select Settings.

Connecting your Dealertrack account

Every Dealertrack dealership has a dealership ID — you may also know this as a rooftop ID or Fusion ID. You'll first be asked: does each division have a unique dealership number?

• If your company reports employees and GL for a single dealership, answer No — you get one simple field to enter your Dealertrack dealership ID.
• If you manage multiple dealerships under one GL reporting company, answer Yes — this gives you a breakdown of every division in your Netchex company so you can match each one to its own dealership ID.

GL report details

Choose how your payroll accounts are distributed in the GL report submitted to Dealertrack — by the employee's work or home department. Enter the clearing account number for direct-deposit transactions and for accrued-liabilities transactions. You can also choose to include workers' compensation and last names with account descriptions on the GL report.

Email notifications & saving

Every time a GL report is submitted to Dealertrack, Netchex sends an email letting you know whether it succeeded or failed. You need at least one recipient, but you can add as many as you'd like — a good spot for anyone on your payroll or accounting team who should know right away if something didn't go through. Once everything is filled in, click Save. This does two things: it finalizes your settings, and it triggers an initial employee sync between Netchex and Dealertrack. If an employee exists in Netchex but not in Dealertrack, a new record is created automatically; if they already exist in both, Netchex links them so future imports and reports match up correctly.

This session covers the two things you'll use day-to-day: importing technician time and commissions from Dealertrack, and submitting your GL report back to Dealertrack.

Importing tech time & commissions

Before you can import tech time, you'll need timesheets created for the pay period you're working with. Once those exist, go to Edit Timesheets and select Import Batch Data under the Import settings. Select tech time or commissions, choose the date range to pull from Dealertrack, and optionally filter by division, business unit, department, or payroll group. You'll also be asked whether to include open repair orders: answer No and only fully closed repair orders come over; answer Yes and you'll also get closed line items from repair orders that are still open. Click Continue.

Under Employee Settings, choose which technicians to bring tech time in for (one, several, or all) and select the earnings code the time should be tied to — all tech time in the import shares the same earnings code. Click Continue. On the Review and Import page, double-check everything before it hits payroll: you'll see a breakdown by employee, can click into any employee to see individual records, or use the trash icon to remove a technician. When it looks right, click Import Batch to bring the data into payroll.

Submitting the GL report

Getting your GL report to Dealertrack is largely automatic. Once Netchex has invoiced your payroll, the GL report is submitted to Dealertrack on its own — no extra steps. Whoever you set up as an email recipient during setup gets an email letting them know whether it succeeded or failed. To check yourself, go to Reports → Payroll → Send GL Report, where you can see every payroll that's been submitted. If a payroll shows as failed, click it and use the Submit to Dealertrack button to resend. Remember: once a payroll has been successfully submitted, it can't be resubmitted — so that email notification is your cue to check in if something didn't go through the first time.

The tech time / commission detail report

For a payroll detail report just for tech time and sales commissions, go to Reports → Payroll → Tech Time / Sales Commission Report. Run a payroll detail report for tech time or commissions, and include employees by department, payroll group, or individual employee.