Tolls and fines matched to the renter
Tolls, speeding, parking and other notices come in by plate and time, one by one or from the operator's file. SmartMy finds the hire the car was on at that moment. It charges the customer with your admin fee, on the next bill or at once by saved card or pay link.
PLANSFrom Growth
The problem it solves
- Fines arrive weeks after the car came back, and someone searches old agreements to find who had it.
- The monthly toll file has hundreds of lines and is matched by hand.
- Your time spent on each fine is never charged.
How it works
- Set your admin fee and how fines are charged in Settings: At Once (card or pay link), the default, or On the Next Bill.
- Add a notice under Rental > Billing > Tolls and Fines > Tolls and Fines: kind, authority, notice number, plate, when, place, amount and the notice file. Or import the operator's file with Import Tolls and Fines.
- Press Match. The car is found by its plate, ignoring spaces and dashes, and then the hire that had it out at that time. The fine is Matched, or No Rental Found.
- Press Charge Customer. The amount and the admin fee become charges on that hire; the fine is Charged and the customer is told.
- At Once makes and posts an invoice of those charges and charges the saved card; without one, a pay link is made. On the Next Bill waits for the next invoice of the order.
- If the customer disputes, mark it Disputed. Ours to Pay or Cancel takes the charges back: unbilled ones are cancelled, billed ones get a credit note.
Everything it does
A toll or fine
- Kinds: Toll, Speeding, Parking, Traffic Offence, Congestion / Low Emission, Other
- Authority, Notice Number, Plate, When, Place, Amount, Admin Fee, the Notice file and a note
- A notice number is recorded once per authority and Entity
- Statuses: New, Matched, No Rental Found, Charged, Disputed, Ours to Pay, Cancelled
- Paid to Authority with the date, when you pay the authority yourself
Matching
- By the plate of your cars in the same Entity, with spaces and dashes ignored
- The hire line that went out before the time and came back after it, or is still out
- No Rental Found: a car in the yard or with your own staff; the fine is yours to deal with
Importing a file
- A CSV file with the columns plate, time and amount; also reference, kind, place and authority when the file has them
- Times as YYYY-MM-DD HH:MM, also with seconds or a T, or as DD/MM/YYYY HH:MM, in your own time zone
- Kind words such as toll, speed, parking, congestion, LEZ, ULEZ, Salik and FASTag are understood
- Charge the Matched Ones: on to start with
- A line whose notice number is already in, from the same authority, is skipped
Taking a charge back
- Ours to Pay: a dispute you lost or your own driver; what the customer was charged is taken back
- Cancel: for a fine not yet charged, or a disputed one
- Unbilled charges are cancelled; billed ones get a credit note against their invoice
- The credit note is set against what is still owed, or left as a credit when the invoice was paid
Who uses it
Office staff (Rent User)Add or import notices, match, charge, mark disputes and payments to the authority.
CustomerGets told about the charge and pays it on the bill, by saved card or by pay link.
Where you use it
- Web: Rental > Billing > Tolls and Fines > Tolls and Fines and Import Tolls and Fines; Rental > Configuration > Settings > Tolls and Fines
- Customer pages and the SmartMy Rental app: the invoice and the pay link under payments
- Not connected to toll operators or police systems: notices come by hand or from a file
- Not built: an online form for the customer to dispute a fine; disputes come to your office
What you control
Settings
- Fine Admin Fee: empty to start with
- Charge Fines: At Once (card or pay link) to start with, or On the Next Bill
- Charge the Matched Ones on import: on to start with
Notifications
- Rental Fine Charged: to the customer, with the kind, notice number, time and the amount with your admin fee. WhatsApp first where you have a WhatsApp provider and message credits, otherwise email, then SMS, and in-app
- Rental Payment Link: to the customer when a pay link is made for a fine charged at once
- Both go out at once; a person can switch off a channel, never the message, and in-app notices always arrive. App push is built and not switched on yet
Questions
Can we charge an admin fee on every fine?
Yes. Set Fine Admin Fee in Settings. It is added to each fine as its own charge, and you can change it on a single fine.We get a monthly toll file. Do we have to type it?
No. Import it as a CSV with plate, time and amount. Every line is matched and, with Charge the Matched Ones on, charged.What if the car was in the yard?
The fine is marked No Rental Found. Nobody is charged; you pay it or follow it up.Does marking a fine Disputed stop the charge?
No. Disputed is a mark. To take the money back, press Ours to Pay or Cancel, which cancels unbilled charges and credits billed ones.Which plan has tolls and fines?
Growth and Scale.Related features
BILLING AND PAYMENTSPay links, card holds, saved cards and mandatesAsk for money with a pay link on your own payment provider. Hold a deposit on the card, and charge a saved card or mandate each billing cycle. Every request follows its payment to Paid, Held, Failed or Refunded by itself.BILLING AND PAYMENTSBilling in advance or in arrears, with Bill NowBill short hires at once with Bill Now, and long hires on a weekly, monthly, quarterly, yearly or end-of-hire cycle. Bill in advance or in arrears, grouped as you like. Rent stops at the call-off or return, and time billed ahead and not used comes back as a credit.BILLING AND PAYMENTSDeposits taken, topped up, used and refundedEvery confirmed hire that asks for a deposit gets its own deposit record, held on a liability account. You take it, top it up, use it for what the customer owes and refund the rest. The order cannot be closed while money is still held.HIRE ORDERSHire orders from quote to returnEvery hire runs on one order. It starts as a quote and is confirmed with the cars reserved. It goes out through a handover check, comes back through a return check, and is closed once billed. Class bookings get a free car at confirmation, and clashes are refused with the booking named.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.
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.