Programs let you organize your vehicles into fleets based on source of business and unique use cases. Customize your program settings in Dealerware Web using the breakdown below.
Assign Driver Agreements
Navigate to Settings > Programs and select the pencil icon next to the program (or create a new program).
In General Program Settings, enter a unique Program Name.
Select the applicable Agreements, Program Type, and Source of Business from their respective dropdowns.
Select Save.
Best Practice: If a Daily Rate is configured, include the dollar amount in the Program Name (e.g., "Premium: $20/day") to signal to users that assigning vehicles in this program incurs a daily fee. Program names are internal-only and not visible to customers.
Configure Cost Recovery Settings
Setting / Fee Type | Description | Calculation & Billing Rules |
Require Credit Card Info | Mandates a credit card on file to start a contract. | Toggled on at the top of Cost Recovery Settings. |
Vehicle Daily Rate | Standard daily fee for vehicle use. | Billed upon contract finish. The first daily rate applies at contract start; an additional rate incurs every 24.5 hours thereafter (no proration). |
Charge for Fuel Used | Recovers fuel costs per gallon. | Calculated based on fuel consumed between actual pickup and drop-off. |
Fuel Charge Allowance | Threshold amount to waive minor fuel charges. | If the total fuel charge is less than or equal to this dollar amount, the customer is not billed for fuel. |
Fuel Convenience Fee | Flat fee applied when returned with less fuel. | Billed if fuel level drops. If an Allowance is enabled, this fee only applies when total fuel used exceeds the allowance. |
Charge for Excess Mileage | Billed per mile when exceeding daily limits. | Total Allotted Miles = Contract Days x Daily Mileage Allowance. Overages are billed at the per-mile rate upon contract finish. |
Configuring Fees:
In Cost Recovery Settings > Fees, toggle on Require Customer Credit Card Information.
Input amounts into the appropriate fee fields.
Check the Taxable box next to any fee to collect tax (optional).
Select Save.
Custom Fees & Geofence Fees
Custom Fees: Add optional charges such as Facility, Rental, Road Safety, Transportation, Trip, or Recovery fees. Select + Add Fee, choose the type and frequency, then click Save.
Geofence Violation Fees: Tracks off-lot and location boundary fees when configured.
Taxes & Additional Payer Default
Taxes: Mark fees as taxable and configure specific tax types (Sales, State, City, County, Rental, Event, Venue, Luxury, Tourism) under the Taxes section. Consult your dealership Controller or finance contact to ensure state compliance.
Additional Payer Default: When enabled, the default daily rates, custom fees, and applicable taxes are automatically billed to the designated Additional Payer using the Program name as the payer's name.
Credit Card Holds
Validates funds on a customer’s card at contract start. (Holds generally release within 30 days depending on the issuer).
Estimated Charge: Sets hold amount to Contract Days x Daily Rate + Additional Charges.
Security Deposit: Sets a flat dollar hold amount.
Insurance Settings (Axle Verification)
Automates insurance validation through Axle. Choose one of the following validation rules:
Loaner and Rental (Recommended): Validates collision/comprehensive coverage and insured name match for all contracts.
Loaner Only: Validates coverage for loaner contracts only.
Rental Only: Validates coverage for retail rental contracts only.
Additional Settings
View Vehicle Positions During Contracts: Toggle on to view live vehicle GPS location during active contracts (when toggled off, location is only visible while not under contract).
Custom Driver Minimum Age: Set a specific minimum age requirement (default is 21).
Assign Dealer Code: Input a dealer-specific code to apply across driver agreements.
Once all settings are updated, select Save and then click the blue Done button at the bottom of the page.