Insurance and fleet invoicing for windscreen firms

How does AutoGlazer handle insurance jobs?

The insurance is taken once, on the enquiry, and follows the work through the quote, the job and the invoice. That covers the insurer, the policy number, the claim number, the authorisation code, the excess and the insurer's limit.

If the insurer pays the balance, the job produces two invoices that add up to the total:

• The insurer's share: the bill less the excess, up to the insurer's limit, with the claim number and authorisation on it.
• The motorist's invoice: the excess, and anything over the limit.

If the excess covers the whole bill the motorist gets one ordinary invoice. If there is no excess the insurer gets one. An insurer's own terms apply to its share, so an insurer that requires authorisation is held until the job carries a purchase order number or an authorisation code.

How do rate cards work for fleets and trade accounts?

A rate card holds what you agreed with a fleet, a trade account or an insurer: a labour rate, whether travel is included, a discount, the dates it runs between, and fixed prices.

A fixed price can say what it is for: a kind of work, a make, a model, or any mix of those. A fixed price for chip repairs and a fitted price for a Ford Transit windscreen can sit on the same card. The closest match goes on that customer's quote by itself, so the person quoting doesn't have to remember the deal.

Can I keep sites and vehicle lists on an account?

Yes. An account can hold other people, such as operations and accounts contacts, its depots and yards with access details, and its fleet list with registrations and fleet numbers. A registration on a fleet list also finds the account from the search box. Who else is involved in a job, such as a site contact or someone else who pays, can be set per job, and messages about the appointment go to the site contact when there is one.

How are credit control and statements handled?

• On stop: accounts can stop new work for a customer, with a reason. Work already done can still be billed.
• Needs a purchase order: a payer who wants a PO on every job has booking and invoicing held until there is one.
• Credit limits: shown as a warning before booking and when invoicing.
• Monthly statements: an account can be sent its statement on the 1st of each month, with the balance brought forward, invoices, credits, payments and what is owed by how late it is.

Each job is invoiced on its own, and contract customers pay against the statement. Consolidated invoices are not available at the moment.

Can accounts send jobs in directly?

Yes, in three ways, all arriving as enquiries in the same pipeline:

• Client portal: people at a client company sign in, send jobs and follow them.
• Client API: the client's own software does the same.
• Partner companies: another AutoGlazer company can pass you a job, and you can pass jobs to them.

Does it connect to my accounts package?

Invoices, credit notes, payments and supplier bills can be exported as CSV for your accountant today. Direct links to QuickBooks, Xero, Sage, FreeAgent, Zoho Books and NetSuite are coming soon. The rest of the system is covered in our guide to auto glazing software.