# AnyBike Procedure Manual ## Version 1.0 — Development Draft **Status:** DEVELOPMENT / TRAINING ONLY **Purpose:** Preserve how AnyBike is intended to operate so that family and trusted staff can understand the business, continue running it safely, and improve it without losing the reasons behind key controls. --- # 1. How to Use This Manual This manual is not a static rulebook. It is the operating explanation behind the AnyBike platform. Every important process should answer five questions: 1. **What are we trying to achieve?** 2. **Why do we do it this way?** 3. **Who owns the next action?** 4. **What proves the step is complete?** 5. **What happens next?** AnyBike uses the same principle on the website: > **Your next action** The customer should always know what AnyBike needs from them next. The salesperson should always know what they need to do next. Operations, Accounts and drivers should each have a clear next action appropriate to their role. Where a process does not fit a genuine commercial situation, staff may use an approved exception where the system allows it, but the reason must be recorded. --- # 2. Development, Training and Live Trading AnyBike is still being built. The process-learning system must never confuse website development with genuine business activity. There are three operating environments: ## DEVELOPMENT Used while pages, buttons, fields, calculations and workflows are being built or repaired. Development activity: - may be recorded for engineering history; - must **not** be treated as evidence of how AnyBike really operates; - must **not** generate process-learning recommendations. This is the normal mode while the platform is still being constructed. ## TRAINING Used for deliberate, realistic end-to-end rehearsals of the intended business process. Training activity: - may be analysed by the Process Advisor; - is useful for identifying missing steps, confusing next actions and process gaps; - is still not treated as actual commercial trading. A test Deal should only be treated as TRAINING when staff are intentionally following the process as if it were a real sale. ## LIVE Used only for real customers and real transactions. Live evidence carries the greatest importance when deciding whether a process is working. The AI / Process Advisor may: - observe; - detect patterns; - identify delays; - identify repeated overrides; - identify repeated manual work; - suggest process improvements. It must **not** silently change business rules. Human approval is always required before a suggested process change becomes part of the official procedure. --- # 3. Core AnyBike Operating Principles ## 3.1 One clear next action At any point in a Deal, there should be one obvious next action for the person responsible. The system should not force staff or customers to understand the whole process before they can continue. ## 3.1A Your Next Action is a platform rule Every operational screen used by staff or a signed-in customer must make the next step obvious. A **Your next action** panel should appear near the top of the working area and answer three things: 1. **What happens next?** 2. **Who is expected to act now / who are we waiting for?** 3. **What single button or link moves the process forward?** Examples of ownership: - **Waiting for: AnyBike** — a staff action is required. - **Waiting for: You** — the signed-in customer or staff member must act. - **Waiting for: Buyer** — AnyBike has done its part and is waiting for the buyer. - **Waiting for: Seller** — seller confirmation, availability or documents are outstanding. - **Waiting for: Shipper** — handover or shipping confirmation is outstanding. The shared admin and customer shells provide a fallback next-action panel automatically. Where the page has authoritative workflow state, that page must replace the fallback with the real next action. Do not make staff or customers infer the next step from several buttons. There may be secondary controls, but there should be one clearly identified primary action. ## 3.2 Customer money and supplier money are separate Customer receipts do not automatically mean a motorcycle is secured. Supplier payment does not automatically mean the customer has accepted the motorcycle. Every movement of money must have a clear purpose, reference and Deal allocation. ## 3.3 Customer acceptance and seller security are separate A customer accepting a Formal Offer is a customer decision. A seller agreeing to sell, reserving the bike or being paid is a supplier-side event. The system must never treat one as proof of the other. ## 3.4 Seller identity is protected For sourced motorcycles, seller/dealer identity and source URLs remain internal unless there is a specific reason to disclose them. The buyer sees the motorcycle presented by AnyBike. ## 3.5 Do not buy a motorcycle without a realistic onward route Before AnyBike commits substantial money to a motorcycle, it should understand how the buyer expects the motorcycle to be handed over in the UK and shipped onward. Saved shipper details are helpful, but the route must still be viable for the specific Deal. ## 3.6 Overrides are allowed when commercially sensible AnyBike should not be so rigid that it prevents good business. Examples include: - established customers; - trusted repeat buyers; - checks genuinely not relevant to a particular customer; - alternative shipping arrangements; - strategic commercial decisions. The reason for the override must be recorded. ## 3.7 Never hide a problem by changing a status Statuses should describe reality. Examples: - a motorcycle is not “Secured” merely because staff want to move to the next page; - a payment is not “Received” because a screenshot was sent; - a shipper is not “Verified” because the buyer typed a company name; - a Deal is not “Complete” because staff have finished their own work if the transaction itself is not complete. --- # 4. Buyer Onboarding and Purchase Clearance ## Purpose Create enough trust and operational certainty to buy motorcycles for a customer without making genuine buyers go through unnecessary bureaucracy. ## Why AnyBike may commit significant money to motorcycles before they are exported. We need confidence in: - who the buyer is; - how they intend to pay; - where the motorcycle will go; - whether their shipper can receive it; - whether there are obvious fraud or sanctions concerns. ## Standard buyer setup Collect where appropriate: - legal name; - business name; - email; - telephone; - address; - proof of address; - photo ID / passport; - driving licence if useful; - EORI or equivalent customs ID where relevant; - destination country; - destination port; - preferred shipper / freight forwarder; - shipper contact name; - shipper email; - shipper telephone; - UK handover point / collection address; - normal shipping method; - normal shipment quantity. Shipping method may include: - FCL — Full Container Load; - shared / consolidated container; - LCL — Less than Container Load; - RoRo; - Air Freight; - Other / Varies. ## Test payment For a new or higher-risk buyer, AnyBike may request a small test payment. The purpose is to help verify the paying account and payment relationship. A small payment is **not** proof of identity by itself. Staff must verify money actually received in the bank. A screenshot is not sufficient. ## Buyer approval outcomes - Not Reviewed - In Progress - Approved - Approved with Exceptions - Review Required - Blocked Individual checks can be: - Not Provided - Provided - Verified - Not Required - Waived - Review Required - Failed ## Approved with Exceptions Use when the buyer is commercially acceptable but one or more checks are not relevant or are safely being waived. The reason must be recorded. ## Account control A buyer account may be: - Active - On Hold - Stopped A hold or stop must include a clear customer-facing reason. The customer should be notified and shown a clear **Your next action** explaining what they need to do. Stopped / On Hold buyers must not be able to accept a Formal Offer until the issue is resolved. --- # 5. New Enquiry and Deal Creation ## Purpose Ensure every genuine buying opportunity becomes traceable. ## Why No customer request should depend on a staff member remembering an email, WhatsApp message, telephone call or conversation. ## Sources A Deal may begin from: - website enquiry; - Message Centre; - chat; - email; - telephone; - WhatsApp; - social media; - model / brand page; - dealer referral; - existing customer; - walk-in / in-person; - other. ## Procedure 1. Capture the original buyer request. 2. Link or create the customer. 3. Record the requirement accurately. 4. Assign an owner where appropriate. 5. Confirm the next action. Do not invent details the customer has not supplied. --- # 6. Sourcing Motorcycles ## Purpose Find suitable motorcycles for the buyer without requiring AnyBike to own stock first. ## Why AnyBike is a sourcing-led export business. A Deal represents the buyer requirement; candidate motorcycles sit underneath that Deal. ## Candidate motorcycle A candidate may be: - existing AnyBike stock; - sourced manually; - found through the Used Bike Scanner; - found through a dealer; - found through another approved source. Internal information may include: - seller / dealer; - source URL; - seller contact; - registration; - source stock number; - internal asking price. Buyer-safe information includes: - make; - model; - variant; - year; - mileage; - colour; - description; - AnyBike selling price; - suitable images. ## Buyer response The buyer may mark a motorcycle: - Interested; - Not Interested; - Watching / equivalent where supported. Buyer interest is not a reservation and is not a purchase. --- # 7. Seller Availability ## Purpose Confirm the motorcycle is genuinely available before AnyBike treats it as saleable. ## Why Used motorcycles can sell quickly. Website adverts and dealer listings become stale. ## Procedure 1. Contact the seller. 2. Confirm the motorcycle is still available. 3. Confirm seller / business identity. 4. Confirm the current asking or agreed purchase price. 5. Record the live availability check. 6. Note any time-limited hold or reservation. Before the motorcycle is secured, a customer Formal Offer must not remain valid beyond the seller-confirmed availability / hold window. If AnyBike has subsequently **genuinely secured the motorcycle**, that earlier availability window has completed its purpose and no longer limits the customer offer expiry. If sold: - mark candidate Sold / No Longer Available; - keep the buyer's sourcing Deal open for alternatives. --- # 8. Seller / Viability Review ## Purpose Check that AnyBike can realistically buy and sell the motorcycle at an acceptable commercial position. ## Procedure Review: - seller price; - negotiated purchase price; - AnyBike Sourcing Fee (8% of Motorcycle Sale Price, rounded to nearest £5, minimum £395 unless deliberately overridden); - delivery allowance; - customer selling price; - projected margin; - VAT treatment; - motorcycle availability; - relevant seller notes. ## VAT Use the correct VAT basis: - VAT Qualifying; - Margin Scheme; - Not Yet Confirmed / Check Required. VAT must be verified before purchase. Do not expose confusing internal tax terminology unnecessarily to private buyers. --- # 9. Formal Offer ## Purpose Give the buyer one clear AnyBike offer with an auditable decision. ## Why Customer acceptance must never be inferred from unrelated events. ## Procedure 1. Seller / Viability is complete. 2. Prepare Formal Offer. 3. Confirm motorcycle details. 4. Confirm the motorcycle price. 5. The AnyBike Sourcing Fee is calculated automatically at 8% of the Motorcycle Sale Price, rounded to the nearest £5, with a minimum fee of £395. Keep it separate from the motorcycle price. Staff may deliberately override the automatic fee for an exceptional commercial reason. 6. Add the UK Collection & Delivery Charge separately where applicable. Delivery does not increase or change the Sourcing Fee calculation. 7. Confirm the UK delivery / handover destination. Use the Deal or saved customer shipping preference first; otherwise choose from the maintained UK port list or enter the agreed UK address. 8. Confirm the motorcycle registration and/or VIN where known. Vehicle identity shown on a sent Formal Offer should be snapshotted so later edits do not silently change what the buyer accepted. 9. Confirm the resulting Customer Total. 10. Confirm delivery / payment terms where relevant. 11. Include the standard offer wording linking the Formal Offer to the current AnyBike Terms & Conditions and Trade & Export Sale Policy. The buyer still confirms the current legal declarations separately at acceptance. 12. Show the customer deposit and the remaining balance after that deposit so both sides can see the immediate payment obligation and what remains. 13. Send offer. 14. Sending a Formal Offer must automatically: - move the Deal to Proposal Sent; - create or link a Message Centre thread if one does not already exist; - send a customer Message Centre message; - create a customer notification linking to the offer; - make the offer visible in My AnyBike / My Offers; - preserve whether the motorcycle is already secured rather than incorrectly resetting or describing it as unsecured. 7. Customer reviews. 8. Customer explicitly Accepts or Declines. A sent offer is not an accepted offer. A motorcycle being secured from the seller is not customer acceptance. Legacy offers that do not meet the current legal acceptance process must not be silently treated as valid current Formal Offers. --- # 10. Customer Deposit ## Purpose Take and correctly allocate any deposit required under the Formal Offer. ## Rules - Do not request a deposit before the relevant Formal Offer has been accepted. - Do not rely on screenshots. - Confirm cleared money. - Record payment method and reference. - Allocate the receipt to the correct Deal / motorcycle. A customer payment does not itself secure the motorcycle. --- # 11. Final Buyer Purchase Clearance ## Purpose Perform a final common-sense check before AnyBike commits money to purchasing the motorcycle. ## Review - account Active; - onboarding approved or Approved with Exceptions; - payer relationship reasonable; - shipper / UK handover route viable; - EORI/customs details where relevant; - no unresolved risk concern; - customer has completed any required deposit obligation. ## Principle This is a flexible commercial gate, not a bureaucracy gate. If a check is safely not required, use the appropriate exception and record why. --- # 12. Securing the Motorcycle ## Purpose Move from “we intend to buy it” to genuine control of the motorcycle. ## Procedure Immediately before purchase: 1. Reconfirm availability. 2. Reconfirm agreed seller price. 3. Confirm seller identity / business. 4. Confirm any hold or reservation. 5. Confirm required seller deposit. 6. Confirm purchase terms. 7. Only then mark the motorcycle **Secured**. ## Meaning of Secured “Secured” must describe a genuine commercial position. It must not be used simply to unlock the next screen. --- # 13. Purchase Order and Supplier Payment ## Purchase Order Once the motorcycle is genuinely secured, AnyBike should raise / maintain a Purchase Order showing: - supplier; - motorcycle; - agreed purchase price; - seller deposit; - supplier payments; - supplier balance; - VAT treatment where appropriate. ## Supplier payment rules Customer money and supplier money must remain separate in the records. Before releasing supplier money: - confirm the motorcycle and seller; - confirm the amount; - confirm the payment destination; - record reference/evidence; - ensure the payment is authorised. --- # 14. Customer Balance, Proforma and Documents ## Purpose Make it impossible for a buyer to be asked for money against a document they have never received. ## Procedure 1. Create the correct Proforma. 2. If appropriate, combine multiple motorcycles onto one Proforma. 3. Send / expose the Proforma to the customer. 4. Give a clear payment amount and reference. 5. Receive cleared funds. 6. Record payment. 7. Allocate payment to the correct motorcycle(s). 8. Notify the customer when money has been matched. Where the customer has several Deals, use a payment reference that allows AnyBike to identify and allocate the transfer reliably. --- # 15. Purchase Completion and Move Collection ## Purpose Safely move the motorcycle from seller control into AnyBike / Move custody. ## Collection readiness gate Do not send a job to Move until required details are complete, including: - seller proceeding confirmation; - Ready From date; - seller / sender name; - collection address; - motorcycle details; - necessary contact information. ## Driver sequence 1. Collection Address 2. Motorcycle / Customer / Driver details 3. Arrive & Check Motorcycle 4. Handover Checklist 5. Condition Photos 6. Buyer Payment & Seller Confirmation 7. Load Motorcycle ## Driver principles - call AnyBike with ETA as required; - inspect the motorcycle before payment release; - record discrepancies; - discrepancies may allow document/photo work to continue but loading remains blocked until resolved; - collect complete V5C, not merely the green slip; - collect keys and relevant paperwork; - call AnyBike on site for payment release where required. ## Evidence Take the required condition photographs. Collection photos supplied to the overseas buyer must not unnecessarily expose seller identity. --- # 16. Custody and Storage ## Purpose Know where the motorcycle, keys and documents are at all times. ## Principle Motorcycle, keys and documents should remain linked within one digital custody record. ## Storage After collection, storage rules may start automatically according to the current approved policy. Staff may: - pause; - stop; - waive; - adjust where authorised, with a reason recorded. --- # 17. Buyer Shipper Authorisation and UK Handover ## Purpose Hand the motorcycle only to a recipient authorised by the buyer. ## Buyer shipping profile Reusable buyer details may include: - shipper / freight forwarder; - UK handover address or port; - destination country; - destination port; - contact details; - account / booking / quote reference; - shipping method. Where practical, the customer should choose the UK port / handover point and freight forwarder from controlled dropdown lists rather than retyping names. This reduces spelling errors and helps AnyBike reuse the same shipping data consistently. "Other / not listed" must remain available for genuine exceptions. Saved details are defaults only. If a Deal reaches the Formal Offer stage and the shipper is not yet known, staff may send a **Confirm your shipper / freight forwarder** request from the Formal Offer. The customer receives a Message Centre message and bell notification linking directly to Saved Shipping Preferences. Each Deal must still confirm that the selected shipper / route can receive the motorcycle before AnyBike commits to purchase where the shipping route is required. ## Authorisation The buyer can authorise a shipper to receive the motorcycle. The shipper may receive an email confirming the buyer name and handover request. ## Delivery evidence At final UK handover: - capture delivery evidence; - record recipient; - record completion; - shipper signage may be visible in handover evidence where useful. --- # 18. Final Invoice and Completion ## Purpose Close the Deal only when the final commercial and operational position is known. ## Final Invoice may include - motorcycle sale price; - deposit; - balance; - AnyBike fees; - delivery; - storage; - credits; - other agreed charges. Multiple motorcycles may be combined where appropriate. ## Completion Before marking complete: - customer balance position is correct; - supplier position is correct; - delivery / handover complete; - final charges known; - VAT snapshot reviewed; - Final Invoice issued; - required customer communication complete. --- # 19. Messages and Notifications ## Principle The platform should tell people what matters without requiring repeated manual explanation. Meaningful progression should update: - My Purchases; - customer notification / bell; - Message Centre where appropriate; - staff next action; - relevant timeline. Do not expose: - seller identity; - supplier price; - internal margin; - inappropriate internal notes to the customer. --- # 20. Account Holds and Stops ## Use when There is a genuine unresolved issue that means the transaction should not continue normally. Examples: - identity concern; - payment issue; - unresolved shipper problem; - fraud concern; - required information repeatedly missing; - management decision. ## Procedure 1. Choose On Hold or Stopped. 2. Record the reason. 3. Tell the customer clearly. 4. Set the customer's **Your next action**. 5. Prevent inappropriate progression. 6. Resolve the underlying issue. 7. Reactivate when safe. 8. Notify the customer that the account can continue. A stop is a control, not a punishment. --- # 21. Exceptions and Overrides AnyBike should remain commercially practical. An exception is valid when: - normal process does not fit the genuine situation; - risk remains understood and acceptable; - appropriate staff have authority; - the reason is documented. Examples: - known repeat customer does not need a new test payment; - shipper changes for one Deal; - a check is Not Required for the buyer type; - management accepts a lower-margin transaction. Repeated overrides are important learning evidence. If the same override happens repeatedly, the procedure may be wrong and should be reviewed. --- # 22. Process Learning and AI Advisor ## Purpose Improve AnyBike from real evidence without allowing software to invent business rules. ## What the advisor may look for - bottlenecks; - repeated manual work; - frequent overrides; - confusing next-action sequences; - repeated backtracking; - common customer delays; - operational risk; - positive patterns associated with smoother Deals. ## Evidence rules **DEVELOPMENT evidence is excluded from learning.** TRAINING evidence can be used to improve the workflow before launch. LIVE evidence becomes the most important evidence after real trading starts. ## Change control The advisor may recommend: - keep watching; - change wording; - move a step; - add a prerequisite; - remove unnecessary duplication; - automate a repeated action; - add a recognised exception. A human chooses: - Accept; - Modify; - Reject; - Keep Watching. Accepted changes create a new procedure version. --- # 23. Sales Go-Live Readiness AnyBike does not need to be perfect before the first sale. It must be safe enough that a member of staff can complete a Deal without relying on undocumented knowledge. Critical areas: - Buyer Setup - Your Next Action - Sourcing - Seller Availability / Viability - Formal Offer - Customer Money - Seller Security / Purchase Order - Supplier Payment - Move Collection - Custody / Storage - Shipper Handover - Final Invoice - Notifications - Procedure Learning Readiness: - **Red:** broken or unsafe; - **Amber:** built but not yet proven; - **Green:** proven through a clean end-to-end test. The first live sales should be controlled pilot transactions with trusted customers rather than opening the system to high volume immediately. --- # 24. Daily Operating Routine — First Draft ## Sales Start with Bike Sales HQ. Work through: 1. customer replies; 2. buyer account stops / holds; 3. seller availability checks; 4. Formal Offers waiting to be sent; 5. deposits / customer balances requiring verification; 6. motorcycles ready to purchase; 7. collection issues; 8. delivery / handover actions; 9. Final Invoices. The salesperson should use **Your Next Action** rather than manually guessing which section to open. ## Payments Check: - new customer bank receipts; - unallocated money; - supplier payments due; - payment references; - any mismatch between payer and customer. ## Operations Check: - collections due; - seller Ready Dates; - discrepancies; - bikes in custody; - storage position; - shipper handovers due. ## Customer communication Check unanswered Message Centre conversations and notification-driven actions. --- # 25. Weekly Management Routine — First Draft Review: - open Deals with no progress; - old Formal Offers; - buyer accounts On Hold / Stopped; - customer balances; - supplier balances; - motorcycles not yet collected; - motorcycles in custody; - storage charges; - outstanding shipper authorisations; - unissued Final Invoices; - repeated overrides; - Process Advisor observations; - Sales Go-Live / operating readiness. Ask: - Where are customers getting stuck? - Where are staff repeatedly doing the same thing manually? - Which process is causing the most delay? - Which controls are protecting us? - Which controls are merely creating work? - What has changed in the real business that the manual does not yet explain? --- # 26. Business Continuity and Family Handover ## Objective AnyBike must not depend on one person's undocumented knowledge. Family / trusted management should be able to determine: - what requires action today; - what customer money has been received; - what AnyBike owes suppliers; - which motorcycles are secured; - which motorcycles are in custody; - which customers are waiting; - which collections / deliveries are due; - where critical systems are hosted; - who key suppliers and advisers are; - where secure credentials are held. ## Critical systems to document - AnyBike website / hosting; - GitHub repository; - Supabase database/auth/storage; - email; - banking; - Move Motorcycles integration; - accounting / accountant; - payment providers if introduced; - domain / DNS; - key suppliers; - freight forwarders; - insurers; - legal / tax advisers. **Never store actual passwords in this manual.** Document: - where the secure password manager / recovery information is held; - who is authorised; - what the emergency access process is. ## Emergency operating rule If a key decision-maker becomes unavailable: 1. stop high-risk new commitments if authority is unclear; 2. protect customer money; 3. protect motorcycles already purchased; 4. continue essential collection / custody / delivery activity; 5. communicate honestly with customers; 6. use the system's open Deals and next actions to identify urgent commitments; 7. escalate legal, accounting or banking issues to the appropriate adviser. --- # 27. How This Manual Will Evolve This is Version 1.0. During development, every time a workflow is corrected we should update two things: 1. **The website / process logic** 2. **This manual — including why the process changed** When a deliberate TRAINING Deal proves a process, its chapter can move from Testing toward Proven. When LIVE Deals confirm it works reliably, it can move to Live. The goal is that a future operator can understand not only which buttons to press, but the commercial judgement AnyBike was designed to preserve. --- # 28. First Order, Seller Purchase and Consolidation Rules — 1 October 2026 ## Seller availability is not motorcycle ownership A seller availability check records: - the motorcycle is still available; - the agreed seller purchase price; - any temporary seller hold / reservation; - the time until which that seller confirmation is valid. A temporary hold does **not** mean the motorcycle is purchased or secured by AnyBike. The customer Formal Offer has its own expiry. It does not need to end at exactly the same time as a temporary seller hold. AnyBike must recheck the seller immediately before paying the seller. If the saved seller availability has expired, supplier payment is blocked until the seller is rechecked. ## When AnyBike purchases the motorcycle AnyBike only pays the seller after: 1. the buyer has accepted the Formal Offer; 2. AnyBike has received and allocated the buyer's full cleared payment for the Deal; 3. the buyer account is not On Hold or Stopped; 4. Buyer Verification and Export & Tax Identity are complete, unless the buyer is inside the controlled first-order seven-day grace period; 5. for an export/international transaction, the UK handover route is Confirmed; 6. the buyer's freight forwarder is recorded; 7. the UK shipping / receiving company is recorded separately where it is a different business; 8. the exact UK delivery / handover address and postcode are recorded; 9. seller availability has been rechecked and is still valid. The motorcycle becomes **Purchased / Secured** when the seller purchase price has actually been paid in full. Staff should not mark a motorcycle secured merely because it is available or held. ## First-order seven-day verification grace The first accepted Deal 360 Formal Offer for a new buyer starts one seven-day first-order grace period. During this period the buyer may complete: - Buyer Verification; and - Export & Tax Identity. The grace period does not remove the requirements for: - cleared customer funds before AnyBike pays the seller; - an active customer account; - a current seller recheck; or - a complete UK handover route for an export purchase. Accepting additional motorcycles during the first order does not restart the Buyer Verification deadline. ## Freight forwarder versus UK receiving company Do not assume the buyer's freight forwarder is the same business that receives the motorcycle in the UK. Record separately: - Buyer Freight Forwarder; - UK Shipping / Receiving Company; - UK receiver contact; - exact UK delivery / handover address; - postcode; - port / terminal or handover-point label where relevant; - booking / forwarder reference where available. Move Motorcycles must know the exact UK delivery location before AnyBike pays the seller on an export Deal. ## First-order multi-bike consolidation and storage A buyer's first order may contain several motorcycles. When the first motorcycle in that first order enters depot storage: - a seven-day free first-order consolidation period begins; - further motorcycles can be added to the same first order; - if the buyer genuinely commits to another motorcycle while the consolidation window is active, the consolidation deadline may extend to allow that committed motorcycle to join the shipment; - merely saying they may buy another motorcycle is not a commitment. If the buyer does not commit to another motorcycle or complete an agreed onward handover by the end of the free consolidation period, normal depot storage charges begin. Current standard depot storage rate: - **£6.95 per motorcycle per day including VAT.** The operating objective remains to move paid-for motorcycles to the confirmed UK receiver promptly. Storage is for genuine consolidation or unavoidable delay, not a default holding stage. Freight method, container size and international carrier choice remain transaction-specific and are not hard-coded into Deal 360. --- # 29. Motorcycle Commercial Margin and Transport Treatment — 1 October 2026 ## Purpose Deal 360 must keep the motorcycle commercial decision separate from the customer transport line so staff do not create false profit or false costs. ## Customer Total Customer Total is: - Motorcycle Sale Price; - plus AnyBike Sourcing Fee; - plus UK Collection & Delivery Charge; - plus any other separately agreed customer-facing charge where the workflow explicitly supports it. The UK Collection & Delivery Charge remains a real customer charge. It is not removed from the offer or invoice merely because it is excluded from the motorcycle margin. ## Motorcycle commercial revenue For the Deal 360 commercial margin calculation: **Motorcycle commercial revenue = Motorcycle Sale Price + AnyBike Sourcing Fee** Do not add the UK Collection & Delivery Charge to motorcycle commercial revenue. ## Motorcycle / Deal Cost Basis Include only genuine motorcycle/deal-specific costs: - Agreed Seller Purchase Price; - genuine prep / rectification; - genuine export documentation cost; - genuine additional deal administration cost; - genuine other deal-specific costs. AnyBike and Move Motorcycles are both trading styles of **Giffords Empire Ltd**. Move Motorcycles does **not** invoice AnyBike for collection or delivery jobs because there is no separate supplier/customer relationship between those two trading styles. Do not create an intercompany-style Move invoice, supplier balance or artificial internal transport cost in Deal 360. The customer-facing UK Collection & Delivery Charge remains a real charge on the AnyBike customer transaction, while any internal management accounting for the transport operation is handled within Giffords Empire Ltd rather than as a Move-to-AnyBike invoice. ## Motorcycle commercial profit and margin Calculate: **Motorcycle Commercial Profit = Motorcycle commercial revenue - Motorcycle / Deal Cost Basis** **Motorcycle Commercial Margin = Motorcycle Commercial Profit / Motorcycle commercial revenue** Delivery must not increase either figure. For AB-000026, with: - Motorcycle Sale Price £13,835; - AnyBike Sourcing Fee £1,105; - UK Collection & Delivery Charge £250; - Agreed Seller Purchase Price £12,000; - no other genuine motorcycle/deal costs; the operating figures are: - Customer Total £15,190; - Motorcycle commercial revenue £14,940; - Motorcycle / Deal Cost Basis £12,000; - Motorcycle Commercial Profit £2,940; - Motorcycle Commercial Margin approximately 19.7%. ## VAT treatment Do not describe delivery as automatically VAT-free or zero-rated. The Deal 360 motorcycle VAT estimate excludes delivery so that the motorcycle treatment is not distorted by the transport line. UK Collection & Delivery remains a separate invoice/accounting line and the Final Invoice accounting VAT review is authoritative for its VAT treatment. ## Staff screen rule Where these figures are shown, use clear labels: - **Motorcycle / Deal Cost Basis** - **Motorcycle Commercial Profit** - **Motorcycle Commercial Margin** The customer transport field should explain that it is included in Customer Total but is separate from motorcycle commercial profit/margin. The AI Matching viability and Global Buyer offer tools must follow the same rule so staff are not taught conflicting commercial logic before a Deal reaches Deal 360. ## 1 October 2026 — Two-Sided AnyBike Sales Architecture - AnyBike now has two distinct customer-facing sales routes sharing one platform: - **Used Bike Export — B2B**: used motorcycles for genuine trade/business buyers only, with the headline proposition **AnyBike Delivered to Any UK Port Price**. - **New Motorcycle Retail — B2C**: UK consumer retail for selected new motorcycles, beginning with VMoto electric motorcycles and scooters, with the headline proposition **Delivered to Your Door**. - Do not reintroduce private/consumer buyers into the existing used/export buyer type. Consumer retail must be route-specific. - The used/export first motorcycle communication must show the commercial proposition from the outset: Motorcycle Sale Price + AnyBike Sourcing Fee + UK Collection & Delivery = **AnyBike Delivered to Any UK Port Price**. - The VMoto retail route is model-led: Model → Battery/Specification → Colour → Stock Availability → Retail Order → VMoto Preparation/PDI → Move Collection → Home Delivery. - VMoto stock should be connector/API-ready so live availability can replace manual/imported availability later without redesigning the catalogue. - Initial VMoto virtual dealer pilot areas agreed with VMoto UK: South Wales; North East England; Sheffield / South Yorkshire; Liverpool / Merseyside. - VMoto model, county and town pages should be generated from shared catalogue/location data rather than maintained as independent hard-coded pages. - Reuse existing Message Centre, notifications, matching responses and Deal 360 foundations where safe, but keep B2B export legal/commercial gates separate from B2C retail terms and aftersales obligations. - Deposit automation remains a separate business-rule decision and must not be hard-coded until the percentage/minimum/rounding rule is agreed. ### 1 October 2026 — Deal 360 Sale Route foundation implemented - Supabase migration `add_deal_sale_route_foundation` applied live. - `anybike_deals.sale_route` now stores one of: - `USED_EXPORT_B2B` — default for all existing Deals and the existing used/export workflow. - `NEW_RETAIL_B2C` — separate UK new-motorcycle consumer retail workflow. - Existing live Deals were preserved and defaulted to `USED_EXPORT_B2B`; no existing payment, offer, Message Centre, notification or operations records were rewritten. - Admin-only RPCs now read/change the route with an admin guard. - Deal 360 now displays the route and lets staff deliberately switch a Deal between the two routes. - A `NEW_RETAIL_B2C` Deal shows the retail journey foundation instead of presenting export-only freight-forwarder/port steps as if they applied to a consumer order. - Retail journey foundation: Customer Order → Stock Confirmation → Customer Payment → Order VMoto → VMoto PDI → Move Collection → Home Delivery. - Retail checkout/actions remain intentionally controlled until VMoto pricing, warranty/aftersales, B2C servicing and retail terms are confirmed. - VMoto retail delivery proposition: **Nationwide Delivery from £99** with a **Full handover at your home or place of work**. - Retail delivery remains a separate charge in Deal 360 so the final amount can vary by customer location/postcode rather than assuming a flat nationwide £99. ### 1 October 2026 — VMoto retail enquiry and Deal 360 order workspace - Added API-ready VMoto catalogue tables for Models → Variants/Battery → Colours → Stock Availability. No live model records were fabricated; official VMoto media/model/price data is still required before catalogue publication. - Added `anybike_retail_orders` as the route-specific retail order record behind `NEW_RETAIL_B2C` Deals. - VMoto public enquiry flow now creates a genuine Deal 360 retail Deal automatically rather than relying on staff to switch a used/export Deal manually. - The enquiry captures: VMoto model, version/specification, battery choice, colour choice, customer name/email/phone, home/place-of-work handover choice, postcode/town/address and notes. - VMoto enquiry creation also creates the Deal motorcycle row, Deal origin, Message Centre thread/message and admin notification, all linked to the retail Deal. - Retail motorcycle VAT defaults to **Full VAT / 20%** for the new-machine route, while final supplier invoice treatment still requires confirmation. - Retail pricing is componentised: motorcycle price, First Registration Fee, road tax and delivery remain separate lines; FRF and road tax have their own VAT-treatment fields instead of being forced into the motorcycle VAT line. - Delivery proposition remains **Nationwide Delivery from £99** with **Full handover at your home or place of work**. The actual delivery charge is confirmed per customer/location and then included in the final customer total. - Deal 360 retail workspace now allows staff to manage retail stage, VMoto stock status/location, VMoto order reference, motorcycle price, FRF, road tax, delivery charge, delivery postcode and internal notes. - Retail Deal 360 queue uses retail-specific next actions rather than the used/export seller-check next-action engine. - Current retail stages: Customer Order → Stock Confirmation → Customer Payment → Order VMoto → VMoto PDI → Move Collection → Home Delivery → Completed. ### 1 October 2026 — VMoto approved FAQ knowledge base - Added a dynamic VMoto FAQ knowledge base to the VMoto World page. - Public FAQ answers are database-driven and only records marked **Approved** are shown publicly. - Product, warranty, servicing, registration, charging, licence, battery, insurance and ownership answers should come from confirmed VMoto UK guidance rather than AnyBike guessing or generating unsupported claims. - FAQ records can be general or later scoped to a specific VMoto model or territory. - Customers can submit unanswered VMoto questions directly from the FAQ area. Each submitted question creates an admin notification and enters the VMoto FAQ question queue. - Repeated real customer questions should be sent to VMoto UK for an approved answer, then converted into the public FAQ so the knowledge base improves over time. - Source name/reference is stored internally with each FAQ answer so AnyBike can retain where the approved wording came from. - The public FAQ starts empty until Cameron/VMoto UK provides approved questions and answers; no VMoto product answers should be fabricated just to populate the section. - VMoto FAQ scoping rule: the main VMoto hub shows only general approved FAQs. Individual model pages show the general approved FAQs plus FAQs specifically assigned to that model. Model-specific answers must never leak onto unrelated model pages. ### 1 October 2026 — VMoto Admin HQ and generated model pages - Added **VMoto HQ** as the staff workspace for new motorcycle retail catalogue management. - VMoto HQ manages Models, Versions/Batteries, Colours, Stock Availability and FAQ/Customer Questions in one admin page. - Model records remain Draft/hidden until staff deliberately mark them Active/Public. This prevents incomplete Cameron/VMoto data from appearing publicly. - Model fields include model name, public slug, vehicle type, description, base retail price, hero image and sort order. - Variant fields include version name, battery description/capacity, quoted range, charging information, retail price, first-registration fee and road tax/ VED. - Colour records sit under a specific model variant rather than creating duplicate model cards. - VMoto stock supports variant, colour, stock location, source stock ID, quantity, status, expected date and source method. It remains manual/import-ready while VMoto API access is still to be confirmed. - Public `/vmoto.html` now reads the managed catalogue automatically. Until models are entered, it retains a safe media-pack-awaiting placeholder rather than inventing products. - Added dynamic `/vmoto-model.html?model=` pages. A published model automatically receives a model page showing its versions, battery details, colours, known stock status and approved general + model-specific FAQs. - Clicking a model/version enquiry carries the chosen model/version into the VMoto retail enquiry form, which creates the existing `NEW_RETAIL_B2C` Deal 360 flow. - Added **VMoto HQ** to the shared admin navigation and admin search routing. ### Public website wording rule — 1 October 2026 - Every public AnyBike page must read as a finished customer-facing service, not as a development diary, roadmap or internal project note. - Do not expose internal terms such as Deal 360, admin workflows, launch controls, API plans, media-pack status, placeholder/development language, internal route names or statements about what AnyBike may build later. - Where data is not yet available, use useful customer wording such as **Contact AnyBike for current availability**, **Enquiries welcome**, **No current models to show**, or a relevant call to action. - Public pages should explain what the customer can do now, what AnyBike currently provides, what information AnyBike will confirm for the transaction and any genuine limitations that matter to the customer. - Future product ideas, development status, platform architecture and internal implementation details belong only in admin/project documentation. ## Source advert age and price history — staff negotiation aid When AnyBike is considering a sourced motorcycle, staff should use the internal **Listing & price history** information before negotiating with the seller. The system should show: - the source-provided listing date where available; - otherwise, the date AnyBike first detected the advert; - the last time the advert was confirmed live; - the current source price; - any price changes recorded while AnyBike has been tracking the advert. This applies to every supported source, not only BMW Approved Used. Price history is internal commercial information. It is intended to help staff understand how long a motorcycle may have been advertised and whether the seller has already reduced or increased the price. It must not be presented to a buyer as proof of the seller's motives or willingness to discount. If the source does not provide the original listing date, the screen must say **First seen by AnyBike** rather than implying that AnyBike knows the true date the seller first advertised the motorcycle. Routine source refreshes must preserve approved buyer-safe images. Source data refresh and buyer-safe image preparation are separate processes. ## 3.1B Multi-request buyer sourcing rule A buyer may ask AnyBike to source more than one motorcycle make/model at the same time. Staff must treat those requirements as one **Buyer Sourcing Plan**, while each motorcycle request remains a separate sourcing work item. **Mandatory operating rule:** - Never assume the buyer is fully sourced because matches have been prepared or sent for one brand/model. - Before finishing work on a sourcing batch, check the buyer's other active motorcycle requests. - Each request must show one of the operational statuses **Not Started**, **Matches Prepared**, **Sent to Buyer**, or **Buyer Responded**. - If any request is **Not Started**, the sourcing workflow must continue to remind staff that another requirement still needs sourcing. - The Live Source Hub is the primary place to choose the next unsourced request. - The Used Bike Scanner must continue showing the buyer's other requirements while a batch is prepared or sent. - **Your Next Action** must never imply that the buyer's sourcing is complete while another request remains unsourced. - A request may only stop appearing as outstanding when it has been worked or deliberately closed/resolved through an approved workflow; staff must not silently ignore it because another request was successful. **Staff test:** before leaving a buyer sourcing workflow, ask: *“Have we dealt with every motorcycle this buyer asked us to source, not just the one on this screen?”* ## 3.1C Message Centre interest clues When working a buyer's sourcing plan, staff must also review motorcycle models the buyer has discussed in Message Centre. - A Message Centre mention is an **interest clue**, not a confirmed requirement. - The system may surface a model when it is linked structurally to the conversation or when the buyer's own message clearly mentions a known make/model. - Never treat an AnyBike staff suggestion alone as proof that the buyer wants that model. - If the model is not already in the buyer's sourcing plan, show **Discussed · not yet in sourcing plan**. - Staff may deliberately add the model to the sourcing plan after reviewing the conversation. - The resulting request must retain an audit note showing that it came from Message Centre discussion. - If matches are later sent for that request, customer-facing wording should say **“You did mention that you may also be interested in…”** so the context is accurate and does not overstate buyer intent. - A discussed model must not be sourced/sent automatically without staff confirmation. ## 3.1D Adding and operating sourcing channels A saved sourcing website is not considered an automated Live Source until its source-specific adapter has been built and verified. - Where a source card says **Set up channel →**, staff should open the source and confirm that the saved URL reaches the current used-motorcycle search/results area. - Until the adapter is ready, staff must use **Scanner** for individual live adverts rather than waiting for automation. - **Your Next Action** must guide staff through the channel setup state whenever an unadapted source is selected. - Automatic refresh must not be enabled merely because a source URL exists. The adapter must prove that it can identify genuine motorcycle detail records and safely extract the fields AnyBike needs. - A refresh adapter must reject incomplete/placeholder records rather than overwriting valid Live Source data. ### BMW refresh data-quality rule For BMW Motorrad Approved Used, an item may be refreshed into **Live** only when the detail record passes the BMW validation gate, including a valid BMW make/model, positive realistic motorcycle price, BMW Bike ID/detail URL and no known placeholder/test seller record. BMW items that fail this gate must remain outside the live buyer-sourcing pool as **Review** work until a later valid refresh repairs them. They must not be silently deleted. ## 3.1E Buyer landed-cost and margin calculator Customer sourced-match cards provide an optional commercial calculator so a trade buyer can assess a motorcycle against their own import and resale economics without changing the AnyBike selling price. **Rules:** - AnyBike price remains fixed in GBP. - Buyer-entered shipping, duty, tax, local collection, preparation, warranty, other costs and retail assumptions are commercial estimates only. - The buyer may choose a preferred currency and enter the GBP conversion rate they wish to use. - Saved defaults are stored against the customer's own profile and are reused on future sourced-match calculations. - A buyer can either enter a minimum gross margin target or an expected local retail price. The calculator should show the minimum retail price for the target margin and, when retail is entered, the expected gross profit and gross margin. - The calculator must not imply that AnyBike is determining customs duty, VAT or local taxes for the buyer. Customs rules vary by jurisdiction; the estimate assumptions must remain visible. - Calculator use must not alter Interested / Not Interested response semantics or the fixed AnyBike offer/sale price. ## 3.1F Shared buyer commercial targets The buyer margin calculator supports an explicit sharing workflow so AnyBike can understand a trade buyer's commercial requirements without treating unshared calculator entries as sales intelligence. **Buyer control** - Calculator entries remain outside Customer 360 sales intelligence unless the buyer deliberately presses **Share my buying target with AnyBike**. - The share confirmation must explain what is being shared, why AnyBike may use it, and that sharing does not change the AnyBike price or create a commitment to buy. - A buyer may share a target margin without an expected retail price, but a maximum viable AnyBike price can only be calculated when enough commercial inputs are supplied. **Customer 360** - The Motorcycle Interests tab may show deliberately shared commercial targets. - It may also show descriptive response history such as Interested / Not Interested counts and the price range of motorcycles previously marked Interested. - Staff must distinguish observed history from a prediction of willingness to pay. **Pricing guardrail** - Shared targets are to help staff determine whether a motorcycle is commercially suitable for the buyer and whether further discounting is actually necessary. - Staff must not raise the selling price simply because a buyer appears to have additional margin or headroom. - AnyBike pricing remains based on the motorcycle, approved fees/charges, operational costs, commercial risk and any legitimate negotiation. - Unshared calculator defaults or unfinished calculator entries must not be presented to sales staff as buyer willingness-to-pay intelligence. ## 3.1F Buyer questions and sourcing-process acknowledgement When a buyer reviews a sourced-motorcycle batch: 1. The buyer ticks **Interested — Check Availability** only on motorcycles they want AnyBike to check with the seller. 2. Any motorcycle left unticked is recorded as **Not Interested at this time** when the buyer saves. 3. An Interested motorcycle may include one optional free-text buyer question. Do not present a checklist of suggested checks. The question is handled during the normal seller availability / seller check. 4. If the buyer asks for a discount or price reduction, staff must not promise a customer price reduction. Confirm availability and seller terms first. Any seller-side saving belongs to AnyBike unless an authorised commercial decision is made to change the buyer-facing Formal Offer. 5. The Formal AnyBike Offer confirms the buyer-facing price and the agreed UK port / freight-forwarder / handover point. The customer price includes the motorcycle, AnyBike sourcing fee, and agreed UK collection & delivery. 6. The offer deposit is the **minimum deposit**. Current default is 10% of the customer offer total, rounded to the nearest £50, minimum £500, capped at the offer total. The saved offer remains reviewable by staff before sending. 7. The buyer may pay the minimum deposit, a larger amount, or the full amount. Any remaining balance must be in cleared funds before collection from the seller. 8. Once verified funds allow AnyBike to secure the motorcycle, the buyer is kept informed through My AnyBike. 9. Move Motorcycles carries out collection. Collection photographs are added to the portal after collection. The motorcycle then moves into secure AnyBike / Move custody before onward UK handover. 10. Storage charges can apply if the buyer's onward shipping or handover is delayed. Direct the buyer to My Messages to discuss delays and storage implications. 11. The full sourcing-process explanation can be acknowledged once and hidden on future sourced-match pages. The buyer must always be able to reopen it. 12. Hiding the general sourcing-process explanation does not replace acceptance of motorcycle-specific Formal Offer terms, legal declarations, price, or payment obligations. ## 3.1G Seller availability to Commercial Setup 1. When an Interested sourced motorcycle is checked with the seller, record availability, confirmed seller purchase price and any genuine hold period. 2. Once availability is confirmed, the next admin action is **Select for Deal**. This should be a single action and should open Commercial Setup directly. 3. If the motorcycle came from a customer-visible sourced match, do not rebuild the customer price in Commercial Setup. Carry the exact price components already shown to the buyer into Deal 360. 4. The sourced-match motorcycle price, AnyBike sourcing fee and UK collection/delivery component are a protected buyer quote snapshot. Do not add the sourcing fee or UK collection/delivery again. 5. If an older batch used a legacy fee snapshot, preserve the exact amount already shown to the buyer. The current automatic fee rule applies to new sourced matches, not retroactively to a price already presented. 6. Commercial Setup is then used to review the confirmed seller purchase price and genuine deal-specific internal costs before proceeding to the Formal Offer. ## 3 October 2026 — Legal entity / trading-style rule - **Giffords Empire Ltd** is the legal company. - **AnyBike** is a trading style of Giffords Empire Ltd. - **Move Motorcycles** is also a trading style of Giffords Empire Ltd. - Move Motorcycles is not an external transport supplier to AnyBike. - Move Motorcycles must not raise an invoice to AnyBike for AnyBike collection/delivery jobs. - Deal 360 must not create a Move supplier payable, supplier invoice, intercompany transport charge or artificial Move cost for those jobs. - Customer-facing AnyBike documents may show the agreed UK Collection & Delivery charge as part of the customer transaction. - Operationally, Move Motorcycles can still be named as the specialist transport operation carrying out the collection/delivery.