Record an insurance policy and follow a claim

Insurance Claims connects a policy and claim to a vehicle and customer. Filing or updating operational claim details is separate from approving settlement figures.

Add the record

1. Open Workshop → Insurance Claims → Add Insurance Record.
2. Select the vehicle and confirm the customer that fills in.
3. Review Prior Claims where available.
4. Enter Insurance Company, Policy No., Expiry Date and the insurer phone number.
5. Add Claim No. if assigned and choose the relevant Repair Type.
6. Select Add Record.

Vehicle, customer, insurer, policy number and expiry date are required. Agency Repair and Non-Agency Repair describe the repair arrangement; selecting them does not establish insurer acceptance.

Follow the claim

1. Open View to inspect Claim Detail.
2. Use the available status action for Pending, Submitted or Surveyor Assigned as the case progresses.
3. Record Surveyor Name, Surveyor Phone, visit date and the relevant note, then use Save Details.
4. An authorised settlement user can record assessed/approved amounts, customer excess and Approved, Rejected or Paid status.
5. Use Raise Supplementary Claim only for genuine additional costs that need a linked claim.

What happens next

Claim information remains connected to the vehicle, and work orders marked Insurance Claim can carry policy coverage details. Insurance Receivables Aging helps review outstanding approved claims.

A claim marked Paid is a claim-workflow fact. Confirm the actual money receipt through your workshop's billing and finance records; do not assume changing the claim status records every required payment entry.

Troubleshooting

If settlement controls are unavailable, check insurance-settlement permission. If a selected vehicle fills in the wrong customer, correct the vehicle/customer association before filing the claim. Review supplementary claims carefully to avoid counting the original amount twice.

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