Body-shop sublet funding worksheet
Compare the next vendor cash commitment with cleared usable job funds, not expected remittances.
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| Job reference | Vendor commitment amount | Actual cash due date | Cleared usable job funds | Approved but uncollected amount | Authorized funding decision | Review owner role |
|---|---|---|---|---|---|---|
| Collision-job-example-4 | 6000, illustrative | Actual vendor date needed | 4500, illustrative | 2500, uncollected | Owner-role |
- Starting records are fictional examples, not merchant evidence.
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A supplement approval does not put cash in your body-shop bank account. Before paying an outside vendor, compare the actual cash due with the cleared job funds you are permitted to use. Keep approved but uncollected amounts separate. The funding worksheet below makes the gap visible so the owner decides how to cover the commitment before the vendor’s payment date.
Use with this guide
supplement balance guide
The supplement balance guide separates revised approval from the customer collection.
insurance-check availability guide
The insurance-check availability guide addresses another source of uncertainty in usable job funds.
Browse the complete auto body guides and worksheets.
Define the outside work and its payment date
Identify the approved sublet scope, supplier quote, amount due and required payment date. A calibration, alignment or other outside service might have a different payment schedule from the insurer’s remittance. Obtain the vendor’s actual terms rather than assuming every outside invoice waits until delivery. Keep a reference to the accepted scope so the office is not funding work based only on an informal scheduling conversation.
Has the vendor requested a deposit to be paid prior to them completing the work, a full prepayment or payment upon completion of the work? Record each of these commitments individually, even if the dates are different, so that you can see the total amount that is still remaining to be paid by the date of the next cash event. The supplement balance guide separates revised approval from the customer collection.
Count collected funds separately from approvals
Retrieve the actual provider or bank evidence for job collections. An insurer supplement approval, issued virtual card, pending authorization and captured card payment are different states. The cash forecast should identify the stage and any remaining uncertainty. Do not treat the approved supplement as available cash solely because the estimator expects payment after the outside work is complete.
The sublet-funding sheet records the job reference, vendor commitment, cash due date, cleared job funds, approved but uncollected amount, authorized funding decision and review owner. Use aggregate amounts and internal references only. Restrictions on customer deposits, insurance proceeds or other funds require review in the actual situation. The public worksheet does not determine which money your shop is legally permitted to use.
Work through a transparent cash-gap example
For an illustrative job, the next vendor commitment is $6,000. Cleared funds allocated to the job total $4,500. The difference is a $1,500 cash gap before other obligations or restrictions. A separately approved $2,500 supplement remains uncollected, so the worksheet does not add that amount to available funds. The example is not a vendor price, insurer payment timetable or BlueFinch financing offer.
If cleared usable funds later rise to $6,500 while the same $6,000 commitment remains, the signed gap becomes negative $500. Preserve the sign: the entered job funds exceed that commitment by $500. Do not describe the result as shop profit. Other labor, materials, refunds, fees or commitments are outside this single funding comparison and still belong in your broader cash forecast.
Assign a decision before the commitment is due
The owner or authorized office role should outline what action is required around the identified shortfalls in allowable funds and vendor pay dates. Remember, this worksheet does not approve of borrowing or charging customers for services approved as sublets. Any revised collection amounts require commercial and payment authorization.
Reconcile outside vendor invoices, the body shop job invoice and final cash collected after the work and payment has been completed and verified. Note approval date and receipt date for supplements separately to assist with future planning and trending. Be sure to identify the root cause of repeat cash shortfalls and develop specific remedies for a delayed vendor schedule versus a late remittance by an insurer. The insurance-check availability guide addresses another source of uncertainty in usable job funds.
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.
Related resources
- 2026 Credit Card Processing Cost Report
- Auto Body Shop Payment Guide
- Auto Repair Shop Credit Card Processing Calculator
- A supplement after payment: calculate only the new customer balance
- Insurance checks at a body shop: reconcile payees, received money, and available funds
- Body-shop rental questions: route billing to the right contact