Manage Contracts: Start, Finish, and Edit Contracts

Page Content

Overview Create a Contract Edit Contract Details, Manage Notes, and Add Vehicle Issues

Update the Assigned Vehicle Before Starting the Contract (optional) Finish a Contract Create, Edit, and Export Warranty Invoices

 

Overview

Dealerware Web makes it easy to create, edit, and finish contracts, to ensure customer, vehicle, and insurance details are applied to Driver Agreements.

 

Create a Contract

Create and start a contract in Dealerware Web to assign a customer to a vehicle and generate a Driver Agreement. You can edit select contract details based on the status of the contract.

First book a reservation by assigning a customer to a Vehicle Group for a select period of time, then proceed to contract creation and assign a vehicle, obtain a customer signature, and start the contract.

Alternatively, you can locate a previously booked reservation and proceed to contract creation.

Book a Reservation

• Select Contracts from the main menu (alternatively, you may begin from a complete customer profile) 
• Select Add Contract

• Once redirected to New Reservation, assign the customer by using the search bar (applies to existing Customer Profiles only)
• Set the Pickup & Dropoff date & time
• Assign the Vehicle Group
• Assign the Service Advisor (select None if one does not apply)
• Add the Repair Order and Service Vehicle ID (optional)
• Select Save Reservation

• After booking the reservation, select View Reservation Details

• Once redirected to Contract Details: Overview, you can proceed to contract creation, edit details, or add notes

 

Proceed to Contract Creation

• In Contract Details, select the Manage tab at the top left under the Contract ID.

Assign a Vehicle & Set Fuel & Odometer

• In Select Vehicle, search for the vehicle you wish to assign
• Select the vehicle
• Set Fuel Level & Odometer (values will auto-populate for vehicles enabled with Connected Car Services)

Add/View Vehicle Issues

• In Vehicle Issues, add or view an Issue

Add Additional Drivers

• In Additional Driver Information, add Additional Drivers (optional)

Obtain a Customer Signature

• Obtain a signature (via Contactless Contracting: Select Send Text Message (US) or Send Email (Canada) or manually: Select Skip, manually obtain signature)
• If the contactless option was selected, the Signature Status will indicate whether the customer submitted their signature

Select the Customer's Preferred Credit Card

• In Credit Card Hold, select the appropriate credit card (applies only when credit card holds are configured within the selected Vehicle Group's settings)

Start the Contract

• After a customer signature has been obtained, select Start Contract

 

Edit Contract Details, Manage Notes, and Add Vehicle Issues

In Contract Details, you can edit contract information and add notes and vehicle issues based on the status of the contract.

Start by locating the section you wish to edit within each tab, then select the edit button next to the section, add or edit information, then select save.

See contract statuses and the tabs in which details can be edited below.

 

Contract Status

Tab

Editable Details

Booked

Overview

Customer Information Customer name Phone number Email Scheduling & Service Information Scheduled Dropoff Date & Time Notes Add a Note Delete a Note

Pending	Overview	Customer Information Customer name Phone number Email Scheduling & Service Information Scheduled Pickup Date & Time Scheduled Dropoff Date & Time Notes Add a Note Delete a Note
	Manage	Select Vehicle: Vehicle Vehicle Selection Vehicle Issues Add an Issue View an Issue Delete an Issue Additional Driver Add Additional Driver Edit Additional Driver Delete Additional Driver

Started	Overview	Customer Information Customer name Phone number Email Scheduling & Service Information Scheduled Dropoff Date & Time Notes Add a Note Delete a Note
	Manage	Vehicle Issues Add an Issue View an Issue Delete an Issue Warranty Configuration Create Warranty Edit Warranty

Finished

Manage

Vehicle Issues Add an Issue View an Issue Delete an Issue Warranty Configuration Export Warranty Edit Warranty

 

Update the Assigned Vehicle Before Starting the Contract (optional)

You can update the vehicle assigned to the contract prior to starting the contract. If a customer signature was obtained prior to updating the vehicle, you will have to obtain a new signature after updating the vehicle.

• While in Contract Details: Manage, navigate to Select Vehicle
• Locate the search bar, and select the X
• Using the search bar, input the details of the vehicle you wish to assign to the contract
• Navigate to Contract Signature and obtain a customer signature (the Send Text Message (US), Send Email (Canada) and Skip, Manually Obtain Signature options will be active)

• After the customer has submitted their signature, select Start Contract

*Updating the assigned vehicle may result in a credit card hold based on Vehicle Group settings. You can confirm the hold amount before starting the contract by viewing the Credit Card Hold section.

 

Finish a Contract

Once the customer returns their vehicle, you can finish their contract by following the steps below.

• Select Contracts from the main menu
• Locate the contract in a Started status by using the search bar or the Show: Booked, Pending, Started filter

• Select the contract to redirect to Contract Details
• Select the Manage tab
• Select Finish at the bottom of the page

• When the drawer appears at the right, input Dropoff Date & Dropoff Time details, Mileage, and Fuel Level

• Select Finish at the bottom right of the page

 

Create, Edit, and Export Warranty Invoices

Warranty invoices can be created, edited, removed, and exported based on contract status. Learn more.