Repairs, who pays, and warranty and insurance claims
A check point marked Needs repair takes the car out of service and opens a repair. You record who pays: you, the warranty, the insurer or the customer. A customer charge waits for a manager to confirm, and warranty and insurance claims are followed to paid or refused.
PLANSFrom Growth
The problem it solves
- The yard notes a cracked mirror and the car goes out again the next morning.
- Repair costs that the customer should pay are agreed on the phone and never billed.
- A warranty repair is paid by you because nobody sent the claim.
- Insurance claims sit in an email thread, and nobody knows what the insurer paid and what the excess was.
How it works
- During a check, staff answer a point with Needs repair. When the check is signed, the car goes Out of Service and a repair is opened, one open repair per car at a time.
- That check may be a return check with new damage. Then the repair starts with Who Pays set to Customer, the rental to charge and the damage costs as the amount.
- Otherwise choose Who Pays on the repair's Rental tab: We Pay, Warranty, Insurer or Customer.
- For the customer, press Charge Customer: the amount goes on the rental as a repair charge To Confirm. A Rent Manager presses Confirm or Drop.
- For the warranty or the insurer, press Warranty Claim or Insurance Claim. Move the claim through Sent, Accepted and Paid, or Refused.
- When the repair is done, the car comes back into service, with a note to do the return-to-service check where you have one.
Everything it does
Repairs
- Opened by themselves when a signed check has a failed point. Or made by hand from Rental > Vehicles > Repairs or the car's Repairs button
- Each repair keeps the car (Rentable Item), Found In Check, and the failed points as notes
- Who Pays: We Pay (the default), Warranty, Insurer or Customer
- For the customer: Rental to Charge and Charge the Customer; Charge Customer can be pressed once
- A repair needs the car's Invoice As product; without it no repair is opened
Charges to the customer
- A repair charge starts To Confirm on the order's Charges
- Only a Rent Manager sees Confirm and Drop
- Confirmed, it is billed with the next invoice of the order
- A billed charge is not dropped: credit it on the invoice
Warranty and insurance claims
- Kind Warranty or Insurance, the repair and the car
- Claimed From (supplier, maker or insurer), Their Claim Number and Happened On
- Claimed, Excess (what the insurer does not pay) and Paid
- Steps: Draft, Sent (with the date), Accepted, Paid (only once Paid is entered) or Refused (with the date)
- Rental > Vehicles > Claims, with filters for open, warranty and insurance claims
Back in service
- A done repair brings an Out of Service car back by itself
- Where a return-to-service check template exists, the car gets a note to do that check first
- Cars can also be put Out of Service or Own Use by hand, with a reason and an expected back time
Who uses it
Yard staffMark points Needs repair and add new damage in the checks.
Workshop or fleet staff (Rent User)Work the repair, set who pays, open claims and follow them.
Rent ManagerConfirms or drops the charge to the customer.
AccountantSees what the insurer or maker paid against what was claimed.
Where you use it
- Web: Rental > Vehicles > Repairs and Claims; the Repairs button on each car; the Charges tab of the order
- The SmartMy Rental Staff app: the Repair answer and new damage in the check screen (built and in testing, not in the app stores yet)
- Not opened by new damage alone: a repair starts when a check point is marked Needs repair
- Web: Approvals > Requests > To Approve, for repair charges waiting on the Rental charge chain
What you control
Settings
- Who Pays on a new repair: We Pay
- Invoice As product on each car: needed for repairs
- Repair operation type: per depot's warehouse, used when set
- Return-to-service check template: optional
Approvals
- Customer charges: Confirm or Drop goes through the Rental charge chain, Rent Managers by default, with levels by amount, on every plan
Notifications
- No message goes out for a repair or a claim; the customer sees the charge on the next bill
Works with
SmartMy GarageSend to Garage on a repair makes a job card in SmartMy Garage, and the repair is told when the garage delivers.
Questions
Does a damaged car stop going out by itself?
Yes, when a check point is marked Needs repair. Signing the check puts the car Out of Service and opens a repair. It comes back when the repair is done.Can staff charge the customer without a manager?
Staff press Charge Customer, but the charge waits To Confirm. Only a Rent Manager sees Confirm or Drop, and only a confirmed charge is billed.How do we track what the insurer paid?
Open an Insurance Claim from the repair. Enter what you claimed, the excess and what was paid, and move it to Paid or Refused.Can the repair go to our own garage?
Yes, with SmartMy Garage. Send to Garage makes a job card there.Which plan has repairs and claims?
Growth and Scale.Related features
CHECKSHandover and return checks with photos, meters and signaturesEvery handover and return runs through a check from your own template. Check points are cards by team, answered with one tap. The check also takes required photo angles, meter readings, the item list and damage marks. Each team signs its part, and the customer signs last. The new check starts from the last one, so readings show their value before and known damage is already listed. The signed report goes to the customer as a PDF.CHECKSCharges from return checks: fuel, AdBlue, kilometres and damageWhen the return check is signed, what the customer owes is worked out from it. That covers kilometres or hours over the allowance, missing fuel, AdBlue and charge, a lost key, and new damage marked to charge. Damage waits for a manager; the rest goes on the next bill.CHECKSDisputes on check reportsAfter a check is signed, the customer has a set number of days to dispute the report from their web page. Staff can open a dispute too, a Rent Manager even after the window, and the salesperson is given a to-do to answer it.SERVICE AND REPAIRSService due by kilometres, hours or daysEach car or machine has its service plans, due by kilometres or miles, engine hours or days, whichever comes first. The meters come from every signed check. The depot manager gets a to-do when a service is near, and you can stop an overdue car from going out.WITH OTHER SMARTMY PRODUCTSRepairs sent to SmartMy Garage job cardsWith SmartMy Garage, a rental repair goes to your workshop as a job card with one button. When the garage delivers the car, the repair gets the job card's total in its history and a to-do to finish it. So the car comes back into service through its check.CHECKSAI damage spotting with suggested repair costsOn a return check, the AI compares each photo with the same angle from the last check. It lists new damage it sees, with its confidence. It can also suggest a repair cost for each new damage line. Nothing is charged by itself: staff check every line. It comes with Growth and Scale and runs once switched on, using AI credits.
See your fleet on it.
Tell us how many cars or machines you hire out, from how many depots, and how bookings reach you today. We will set up your fleet with you on SmartMy Rental.