Deductible payment-link handoff
Verify the accepted balance, intended payer and actual provider status before vehicle delivery.
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| Repair invoice reference | Accepted unpaid amount | Balance evidence reference | Payer role code | Verified contact-route reference | Provider collection status | Delivery owner role |
|---|---|---|---|---|---|---|
| Collision-invoice-example-2 | 750 | Accepted-balance-example | Customer-payer-role | Approved-contact-record | Payment request not yet collected | Delivery-advisor-role |
- Starting records are fictional examples, not merchant evidence.
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Confirm who is responsible for paying the deductible before sending a body-shop payment link. The person requesting repair updates might be the driver, a family member or a fleet contact rather than the payer. Match the accepted customer balance to the intended recipient, verify the contact channel through approved records, and check the payment status before the delivery handoff.
Use with this guide
collision CRM contact-role guide
The collision CRM contact-role guide separates the customer, insurer and rental contacts.
delivery payment-record checklist
Use the delivery payment-record checklist for the surrounding vehicle handoff.
Browse the complete auto body guides and worksheets.
Begin with the current customer balance
Retrieve the current repair invoice, accepted customer charges and insurer remittance information. Do not assume the original estimate still represents the amount owed at delivery. Supplements, approved customer-pay work and previous deposits might change the balance. Record which items belong to the customer and which remain with the insurer. Your commercial and legal review determines the actual obligation, not the wording on a generic text template.
A deductible estimate from an early conversation is not necessarily the final confirmed collection amount. Preserve the source used by the estimator or office to establish the balance. If the amount is uncertain, resolve the question before creating a payment request. Sending a guessed bill turns an internal uncertainty into a customer-facing problem and creates another correction for the bookkeeper. The collision CRM contact-role guide separates the customer, insurer and rental contacts.
Identify the payer separately from the vehicle contact
Use your approved customer records to identify the payer role and permitted contact route. A person collecting the vehicle does not automatically have authority to approve charges or pay from another person’s account. Keep identity, contact details and any supporting permission inside the controlled shop system. The public handoff sheet needs role codes and reference numbers only.
A deductible-link worksheet will be used to track: 1. Repair invoice 2. Unpaid amount accepted 3. Evidence of balance 4. Payer role 5. Verified contact route 6. Provider’s status for collection 7. Delivery owner. The spreadsheet will be set up with one row per approved request. The completed row will track the office’s checks, and not authorize a charge, verify identity, etc., or establish a rule for vehicle release.
Show the accepted request without hiding payment costs
Check the amount and payment choices shown on the actual hosted page. If the shop uses a pricing program, obtain a review of the applicable rules and complete customer price before sending the request. Debit and prepaid cards must not be treated as credit cards for a surcharge. A digital wallet does not prove the underlying payment method is fee-free or eligible for a particular card charge.
For an illustrative handoff, the invoice shows an agreed $1,000 customer balance and a confirmed $250 deposit. The remaining approved request is $750, not another $1,000. The payer role is separate from the driver role. If the link shows an old amount, withdraw or correct the request through the provider’s supported process before another staff member tries to collect at delivery.
Check the actual outcome before delivery
A link being sent is not a completed payment. Retrieve the provider status and compare the collected amount with the invoice. Square’s failed-payment guidance distinguishes a pending hold from a successful collection. The specific statuses and support process depend on the account you use. Keep uncertain attempts visible so the front desk does not ask for a second payment while the first is unresolved.
Give the delivery owner the current balance and controlled release instruction reference. Review failed or incomplete requests through the proper payer channel, without publishing private payment details in a review response. After delivery, reconcile the payment and any remaining insurer amount separately. The office should be able to explain who owed what, which request was sent and which money was collected without asking the owner to reconstruct the case. Use the delivery payment-record checklist for the surrounding vehicle handoff.
Sources for this section: Square: troubleshoot failed payments and pending charges
Primary sources
BlueFinch last reviewed these sources on October 4, 2026. Payment rules and state requirements can change.
- Square: troubleshoot failed payments and pending charges
- Visa: merchant credit-card surcharge FAQ and debit restrictions
Use this page for general business information. It is not legal, tax, or accounting advice.