Repair authorization-expiry worksheet
Review payment holds against actual parts dates and provider capture deadlines.
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| Repair-order reference | Authorization reference | Authorized amount | Verified capture deadline and zone | Expected parts date and source | Responsible advisor role | Approved next action |
|---|---|---|---|---|---|---|
| RO-example-2 | Hold-example-2 | 2000 | October 12, example deadline | October 16, illustrative ETA | Advisor-role |
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A card authorization is not a collected repair deposit. If parts arrive after the hold expires, the money you expected to capture might no longer be reserved. Record the provider’s actual capture deadline, compare the deadline with the expected repair schedule, and agree on the next payment action before treating the job as funded.
Use with this guide
repair deposit payment guide
Use the repair deposit payment guide when the commercial arrangement calls for an actual deposit rather than a hold.
engine-job funding bridge
Review the engine-job funding bridge to compare cleared collections with parts commitments.
Browse the complete auto repair guides and worksheets.
Identify the payment state you are using
When approving the estimate to do work, authorizing a payment method for a deposit, and capturing the funds for a deposit, each of these is a separate function. And so, in your repair record, reference these separately. Otherwise, you might have the office believe that you have collected a deposit, and your technician is awaiting parts that will be funded by that deposit.
Stripe documents separate authorization and capture for eligible payment methods. Its capture deadline depends on the card network, transaction type and account features. Stripe exposes the authorization expiry in the payment record through capture_before. Do not replace your provider’s actual deadline with a remembered seven-day rule. Not every terminal or shop-management connection supports the same behavior, and extended authorization is not a universal repair-shop feature. Use the repair deposit payment guide when the commercial arrangement calls for an actual deposit rather than a hold.
Sources for this section: Stripe: separate authorization, capture and actual expiry
Compare the hold with the parts timeline
Use the authorization-expiry worksheet for each affected repair order. Record the provider reference, authorized amount, verified deadline, expected parts date, responsible advisor and next approved action. Enter dates with a stated time zone where the provider supplies one. A parts ETA is an estimate. Save its source and review date so a delayed shipment does not silently move beyond the collection window.
For an illustrative job, suppose a $2,000 authorization has a provider-confirmed capture deadline on October 12 and the required parts are expected on October 16. The four-day schedule gap is a reason to review the payment plan now. The example does not establish a network authorization window. If the parts arrive earlier, confirm the current payment status and approved amount again before taking the next action.
Agree on the next collection rather than guessing
Ask the processor which actions your account supports when the existing hold will expire. Possibilities depend on the setup and customer authorization. Do not assume a second authorization, an increased amount or a captured deposit is permitted because the customer approved the repair. Explain the amount and timing to the payer, record the accepted arrangement in the approved system, and preserve the new payment reference.
Avoid capturing funds solely to keep an expiring hold alive without an agreed commercial reason. The shop’s deposit policy, repair authorization requirements and payment terms still apply. This article does not authorize a payment action or set a legal deposit rule. If the provider reports the authorization canceled, update the funding record. A canceled hold should not stay in the cash forecast as collected money.
Make expiry review part of the open-job meeting
Review open authorizations alongside delayed parts during the office handoff. Assign a named role to each unresolved collection. A shared list without an owner allows everyone to assume someone else called the payer. Keep customer contacts, card credentials and authorization screenshots out of the public tool. Internal reference codes give staff enough information to retrieve the protected record in the proper system.
Close the worksheet row when the provider confirms the final payment state and the repair record agrees. Record whether the hold was captured, canceled, replaced through an authorized process or left unresolved. Check the payout separately. A capture and an available bank deposit are different stages. This discipline prevents a temporary approval from becoming an unsupported promise of cash for parts or payroll. Review the engine-job funding bridge to compare cleared collections with parts commitments.
Primary sources
BlueFinch last reviewed these sources on October 4, 2026. Payment rules and state requirements can change.
Use this page for general business information. It is not legal, tax, or accounting advice.