Contracts
Insurance claims with the insurer's and the customer's invoices
Run accident repairs paid by an insurer from the job card: policy, claim number and surveyor visit. It also holds the insurer's approved amount, the policy excess and depreciation on parts and labour. At invoicing, two invoices are made: what the insurer pays and what the customer pays, worked out line by line.
PlansFrom Scale
Why it matters
In an accident repair the insurer pays part of the bill and the customer pays the rest. That is the excess, the depreciation on parts and labour, the work not claimed and anything above the approved amount. Working out that split by hand on every claim is slow and starts arguments at delivery. SmartMy Garage keeps the claim on the job card, applies depreciation to each claimed line and caps the insurer at the approved amount. When you invoice, it makes the insurer's invoice and the customer's invoice at once, and only the customer's share holds back delivery.
The problem it solves
- The surveyor approves less than the estimate, and the advisor works out the customer's share on a calculator.
- Depreciation on parts and the policy excess are argued over when the customer comes to collect the car.
- The car waits for the insurer's approval, and nobody can say how long it has waited.
- Claim papers and photos are in a phone gallery, not with the job.
How it works
- 01
On the job card, click Insurance Claim. Choose the insurer and fill in the policy number, valid until, the claim number and the accident date.
- 02
Add the surveyor's name, phone and visit. Add the papers on the Documents tab and choose the photos for the insurer.
- 03
Click File Claim. The job card goes on hold, waiting on the insurance, and the customer is told.
- 04
After the survey, click Surveyed and write the notes. When the insurer approves, click Approved and fill in the approved amount (taxes included), the excess and the depreciation. The hold ends.
- 05
On the Work tab, each line is Claimed to start with. Untick lines that are not part of the claim, or set a line's own depreciation.
- 06
Invoice the job card: the Insurer Pays invoice and the Customer Pays invoice are made together.
Everything it does
The claim
- Insurer, policy number, policy valid until, claim number, accident on
- Surveyor name and phone, survey visit, survey notes
- Documents (policy copy, claim form) and photos chosen from the job card
- Approved by the Insurer (taxes included), Policy Excess, Depreciation on Parts (%) and on Labour (%)
- Estimate, Insurer Pays and Customer Pays shown as you go
States
- Draft, Filed, Surveyed, Approved, Invoiced, Settled, Rejected, Cancelled
- Cancel only before filing; after that record Approved or Rejected
- Rejected: the customer pays the whole bill
- Settled when the insurer has paid
Who pays what
- Insurer: the claimed work, less depreciation and the excess, at most the approved amount
- Customer: the depreciation, the excess, the work not claimed and anything above the approved amount
- Depreciation from the claim, or a line's own
- Storage charges are always on the customer's invoice
- The insurer's invoice does not hold back delivery; the customer's invoice does, like any invoice
Waiting and reports
- Filing puts the job card on hold, waiting on the insurance; the days count in Waiting Time
- Insurance Claims report: claims by insurer and status, with the two shares
- All claims under Garage > Contracts > Insurance Claims
Who uses it
Where you use it
- Web: Insurance Claim on the job card; Garage > Contracts > Insurance Claims; Garage > Reports > Money > Insurance Claims
- The SmartMy Garage app: the claim screen on the job card with amounts, claimed lines, photos and documents. Documents come from the camera, gallery or a PDF from the phone's files, up to 20 MB. A claim made or changed and its documents are kept without signal, its steps need signal. Built and in testing, not in the app stores yet.
- Not sent to insurers' systems: the claim is kept in SmartMy Garage and filed with the insurer as you do today
What you control
Settings
- Insurance Adjustments: the product used for the excess and the amount not approved on the two invoices
Approvals
- Not on an approval chain: the insurer approves, and staff record the amount
Messages and alerts
- Insurance Claim Update: to the customer when the claim is filed, approved, rejected or invoiced. It goes by WhatsApp, else SMS, else email, and in-app with a login. It is transactional, so it goes at once and only a channel can be switched off
FAQ
Questions, answered.
How is the customer's share worked out?
The customer pays the depreciation, the policy excess, the work not claimed and anything above the amount the insurer approved. The insurer pays the rest of the claimed work, up to the approved amount.
Can depreciation differ by line?
Yes. The claim has a depreciation % for parts and for labour, and any line can have its own.
Does the car wait for the insurer's payment before delivery?
No. Only the customer's invoice holds back delivery. The insurer's invoice is followed separately until the claim is Settled.
Can we add the claim form from the phone?
Yes. In the app, add documents from the camera, the gallery or the phone's files, including PDFs. The app is built and in testing, not in the app stores yet.
Is the claim sent to the insurer electronically?
No. You file it with the insurer as usual; SmartMy Garage keeps the claim, the amounts and the two invoices.
Related
Related features.
Invoices from approved work, part invoices and deliver only when paidEvery plan
Bill exactly the work the customer approved, in one invoice or in parts, with the taxes already on each line. Invoiced lines are locked, and a branch can choose to hand cars back only once the bill is paid.
On hold by who it waits on, the customer's own parts and waiting timeEvery plan
Put a job card on hold with why and who it waits on: the customer, a supplier, the insurer or your own side. Holds for the customer's own parts, special orders and insurance claims start and end by themselves. The Waiting Time report shows where the days go.
Estimates approved or declined line by lineEvery plan
Build the estimate from your services and parts, priced and taxed. The customer approves or declines each line in person, by phone, by message, or on their job page with a typed signature. Each line keeps how it was decided, when, and who recorded it.
Storage charges for cars left after the workEvery plan
A finished car that is not collected is charged by the night after free days, up to a maximum. A car kept with you for storage is charged by the day or the month. The charge grows by itself, the customer is told before it starts, and a manager can waive it.
Fleet accounts on monthly creditFrom Scale
Taxi firms, leasing companies and delivery fleets get an account with a credit limit and their own approvers. Every job card carries a purchase order number. Their job cards are delivered without an invoice. They are billed once a month in one invoice with a section per job card, with a printed statement.
Messages to the customer at every step, with the invoice on deliveryEvery plan
Customers hear from you when the car is checked in, the estimate is ready, extra work is found, the car is ready, delivered and paid. Each message carries the link to their job page, and the delivered message carries the invoice. Messages go by WhatsApp, else SMS, else email, on every plan.
Want to see it on your own job cards? Book a demo and we walk you through it with your workshop's work.