Manage Deductibles and Insurance Invoicing for an Accident Claim

Note: The insurance claims module is required.

In this FAQ, we cover the following topics:

1. Create the Estimate

2. Invoice to the Insurance Company

Make sure your client’s insurance company has a client file in your GEM-CAR. If not, create the insurance company as a client. Create a new insurance category if you haven’t already.

1. Create the Estimate

From the Point of Sale, complete the estimate with the labor and parts required for the repair and add the Insurance File product.

If the additional information window does not open immediately after adding the Insurance File to the sale, click the red gear icon.

In the window titled Additional Information, enter the following data:

• Policy No.
• Date of accident
• Insurer’s name
• Accident details
• Driver’s name
• Driver’s license
• Insurance company
• Authorization
• Expiration Date
• Claim Number

Check or uncheck the following options:

• Direct Payment Authorization
• Windshield Damage

Then click the green button at the bottom of the page Save and Close.

Next, click the green Payment button or press the F4 key in the lower-right corner of the screen.

In the next window:

• Enter the amount of the deductible to be paid by the client.
• Check or uncheck the “Taxable” option.
• Check or uncheck the option “The customer pays all taxes on the invoice”

Click Send.

The invoice for the deductible amount is created automatically. Then click the green Payment button or press the F4 key in the lower-right corner of the screen.

Click Payment again to process the client's payment for the deductible. Click Send.

Note that at this stage, the invoice is in the name of the customer making the claim—that is, the person paying the invoice.

2. Invoice to the Insurance Company

To locate the initial invoice—the one that includes parts and labor and is automatically billed to the insurer—from the main menu on the left side of the application, click on Sales and locate the invoice in your client's name.

This invoice is intended for the insurer. In fact, this is why the amount of the deductible paid by the client appears as a negative amount on the invoice to prevent it from being paid twice.

Note that the invoice is automatically posted to the insurer’s accounts receivable. Click Send.

Find a copy of the invoice for the insurer under Documents.