Overview
Dealerware’s split billing capabilities allow your dealership to assign Daily Rate invoice balances to a single driver and/or up to three additional payers. Invoice balances can be split by Daily Rate amount or contract days.
You can automatically assign daily rates, daily custom fees, and tax invoice balances to a single Additional Payer, to ensure that drivers only pay for non-rental related expenses.
Understand Key Terms
- Driver = The dealership customer associated with the contract, who may be responsible for some or none of the invoice balance.
- Program Additional Payer = The payer who is responsible for daily rates, daily custom fees, and tax invoice balances, based on pre-configured Program settings. This payer type is automatically billed, when the Additional Payer Default configuration is enabled in the Program's settings.
How to Automatically Assign Daily Rates to the Additional Payer
If you would like automatically assign daily rates, daily custom fees, and tax invoice balances to a single Additional Payer, start by configuring the Additional Payer Default setting within the relevant Program.
- Log in to Dealerware Web
- Select Settings from the main menu
- Select Programs
- Select the Program you wish to configure the setting, or create a new Program
- In Program Settings, navigate to the Additional Payer Default section
- Select the checkbox followed by Save
- Navigate to the bottom of the page and select Done
Once the setting is configured, invoices linked to vehicles within the program are automatically split, where the Driver is excluded from daily rates, daily custom fees, and applicable taxes, and those balances are assigned to the Program Additional Payer.
How to Split a Bill
Currently, you can only split a bill using Dealerware Web. It’s preferred to split a bill after completing a contract to ensure the contract invoice balance is up-to-date and no additional balances are applied.
Learn how to split a bill below.
- Log in to Dealerware Web
- Select Customers from the main menu
- Locate and select the customer associated to the contract
- In Customer Details, select the Contracts tab
- Locate the contract associated to the invoice you wish to split
- Select the Billing tab to access the contract invoice
- Navigate to the Payment Information section of the invoice
- Select Split this Bill
- Select any of the Program Additional Payers from the dropdown list, or scroll to the bottom
of the list and select Add Information Manually to create a Custom Additional Payer record
- Select Edit Amount Due
- Select Split By, then split by Days or Amount
- If split by days, you may check Recalculate Taxes and Fees to apply the
assigned Program’s taxes & fees to the number of days split - If split by amount, you may check Include Tax to apply the assigned Program’s
taxes to the amount split - To complete the split, select Update Amount
- Observe the Amount Due balances and Invoice items will update accordingly
- Once you have finalized the split, you may charge the customer
- Once you have collected payment from the Program Additional Payer(s), you can enable the Paid toggle in the Additional Billing Information section (see: Manage Unsettled Balances Resulting from Split Billing below)
*If you choose not to assign a Program Additional Payer to a split bill and create a Custom Additional Payer instead, and have checked the Recalculate Taxes and Fees OR Include Taxes checkboxes, the taxes and fees associated with the split bill will be calculated based on the contract Program’s settings.
*When splitting by days, if you choose not to select the Recalculate Taxes and Fees checkbox, the driver invoice will include the entire original tax and fee amount associated with the Program assigned to the contract, regardless of the days that have been split to the Program Additional Payer.
Manage Unsettled Balances Resulting from Split Billing
Learn how to manage unsettled balances resulting from split billing here.