Dealer guide

1. Apply and get approved

Only UK businesses can sell here, and we approve every dealer by hand before anything goes live.

1. Go to Apply to list and sign in with your email (see below).
2. Fill in your business name, company number, contact details, website, address and region, and agree to the terms of use.
3. We review your application, usually within 2 working days, and email you.

You don't have to wait. You can add and publish stock straight away. It's held back until you're approved, then goes live automatically.

2. Signing in

There are no passwords. Enter your email on the sign-in page and we email you:

• a Sign in button, which works in the same browser you asked from, and
• a code, which you can type into the sign-in page on any device. Use this if you asked on your computer and opened the email on your phone.

You stay signed in for weeks, so you won't need to do this often.

3. Add a listing

In your dashboard, go to Stock and choose Add a listing. You'll need:

• Title: how a buyer would describe it, for example “Toro Greensmaster 1000 pedestrian greens mower”.
• Category, make and model. If the make isn't in the list, choose Other.
• Year and engine hours. Not compulsory, but buyers filter on both, and a listing without them won't appear in those searches.
• Condition: new, ex-demo, used, or for parts.
• Description: service history, what's been replaced, what needs doing. Buyers read all of it.
• Price, and whether it includes VAT. Or choose POA (price on application) if you'd rather not show one.
• Specification: once you pick a category, fields for that type appear (cutting width for mowers, horsepower for tractors and so on). Fill in what you know.
• Location: where the machine is, if it's not at your main site.

Saving creates a draft. Nobody else can see it until you publish.

4. Photos

• On the listing, use Choose file to upload photos (JPEG, PNG, WebP, AVIF or straight from an iPhone, HEIC included). You can pick several at once, and large photos are resized for you. Or paste a link to a photo already on your website.
• The first photo is the one buyers see in search results, so make it a clear shot of the whole machine. Use the arrows to reorder.
• Photos of the actual machine, please. Good photos are the single biggest thing that gets enquiries.

5. Upload your whole stock list

If your stock system can export a CSV or XML file, you can load everything in one go from Bulk import in your dashboard.

1. Upload the file.
2. We match your columns to ours automatically (title, stock reference, description, category, make, model, year, hours, condition, price, VAT, town, postcode, region and photo links). Check the matches and correct any that are wrong.
3. If your file has no category column, or everything is the same type, choose a default category.
4. Check the preview, then import.

• Everything arrives as a draft, for you to check and publish. Use Publish all ready drafts on your Stock page to put them all live at once.
• Include your stock reference if you can. Upload an updated file later and listings are matched on it, so prices and details update instead of being duplicated.
• Any rows that couldn't be imported are listed with their line number in your file, so you can fix them and upload again.
• Photo links in the file are added to the listings automatically.

6. Publish

Open a draft and choose Publish. Before it goes live, a listing needs a title, category, make, model, description, a price (or POA) and at least one photo. If anything is missing, you'll be told what.

Lots of drafts? On your Stock page, Publish all ready drafts publishes every draft that has everything it needs, and tells you how many still need something. Those stay as drafts, so open each one to see what's missing.

Once published, a listing stays live until you mark it sold or take it off sale. Its web address is fixed from then on, so links you've shared keep working even if you edit the title.

7. Enquiries

• When a buyer enquires, we email it to your enquiry address with their name, email, phone number if given, and message. Just reply to the email to reach them.
• Every enquiry is also kept in Enquiries in your dashboard.
• Buyers can also ring you directly: your phone number is on your listings and your dealer page.

Please reply to enquiries promptly. It's the main thing buyers judge a dealer on.

Part exchange (Pro plan)

On the Pro plan, the enquiry form on your listings has an “I have a machine to part exchange” section. Buyers can add the make and model, year, engine hours and condition of their machine, and it arrives with the enquiry so you can price the deal before you call them back.

Don't take trade-ins? Go to Dealership in your dashboard and press Switch off part exchange. The section disappears from all your listings straight away. Switch it back on there whenever you like. Only the account owner can change this.

Watch out for fake buyers

We check dealers, but anyone can send an enquiry. Scammers pose as buyers. Be wary of:

• Overpayment: “I'll send £20,000, just refund the difference” or “my shipping agent will collect, pay them from the extra”. The payment bounces after you've sent money.
• Payment links and fake receipts: links to “confirm your payment” or log in to a bank or courier site. Enquiries through us can't contain links, so one arriving by email afterwards is a warning sign.
• Buyers who won't view or talk: overseas, in a hurry, email only, and happy to pay more than asked.

Wait for money to clear in your own account before releasing a machine, and never pay anything to receive a payment. If an enquiry looks like a scam, forward it to info@groundcaremachineryforsale.com and we'll look into it.

8. Sold, taken off sale and relisting

• Mark as sold when it sells. It comes out of search results straight away, but stays viewable at its own address with a SOLD banner for 90 days, and appears under “Recently sold” on your dealer page. That shows buyers your stock moves.
• Take off sale removes a listing from the site without marking it sold, for example if it's gone for repair. It goes back to your drafts; press Publish to put it back up, free within 90 days. To pause everything at once (a holiday, a stock-take), use Pause all listings in Dealership settings.
• Relist puts a sold listing back up. Nothing is ever deleted unless you delete it.

9. Your dealer page

Every approved dealer has a public page listing all their stock, with your description, town, phone, email and website. Update these under Dealership in your dashboard. Your company number, street address and postcode are never shown publicly.

On the Dealer and Pro plans you can also add a logo, a banner photo and your opening hours, under Dealership.

Each listing shows buyers how many times it's been viewed and saved. Your dashboard shows your total views this month; on Dealer and Pro you also get views, saves, enquiries, and taps on your phone number, email and website for every listing, plus a report by email on the 1st of each month.

10. What it costs

Every listing is free until 1 January 2027, and anything you publish before then stays free for as long as it's up. After that there are three plans, each a monthly price plus a one-off fee per listing (no VAT added: we're not VAT registered):

• Free: nothing a month, £30 per listing.
• Dealer: £49 a month, £25 per listing, with per-listing stats, the monthly report, 2 featured listings a month, price-drop alerts to buyers who saved a machine, and the logo, banner and opening hours on your page.
• Pro: £99 a month, £20 per listing, with everything in Dealer, 6 featured listings a month, a weekly email of what buyers are looking for, part exchange on your enquiry form, staff logins, priority in similar listings and your logo on the homepage.

The listing fee is paid once, when you publish, and covers the listing until it sells. Dealer and Pro start with a 2-month free trial. No contract and no commission. Choose or change your plan under Plan & billing; full details are on the pricing page and in the terms.