This article provides best practices for Dealerships that are processing transactions outside of the Dealerware platforms. Learn how to properly manage customer pay contracts when payment is collected outside of Dealerware.
- Before you start: If you are using Dealerware Toll Management Solutions, tolls charges will auto-charge the customer's credit card 10 days after contract finish. That charge will include all reported tolls AND any remaining invoice balance.
To optimize charging off platform, follow these steps:
Step 1: Set Up Programs with Additional Payer Default
- Navigate to Settings > Programs in Dealerware.
- Ensure any Warranty or Internal Pay programs have the "Additional Payer Default"
box checked.
Why this matters: This setting ensures charges are automatically assigned to the correct payer
during contract close, streamlining your billing process and reducing manual intervention.
Step 2: Check Security Deposit Configurations
- Toggle off "estimated charge" and "security deposits"
- For off platform deposits enter in "External Deposit Amount" when starting the contract
Why this matters: This configuration ensures that security deposits are properly tracked without
interfering with your external payment processing workflow.
Step 3: Review the Unsettled Balances Report and Mark Core Charges as Paid
Once the contract is closed:
- Login to Dealerware Web > Reports > Unsettled Balances
- Locate the contract and find that the daily rate, taxes, and fees will automatically split to the additional payer.
- After the daily rate, taxes, and fees have been added to the RO in your DMS, or charged in whatever external payment system the dealer is using, mark them as Paid in Dealerware to reflect completion.
Important: This step is crucial for maintaining accurate records and ensuring proper reconciliation between your external payment system and Dealerware.
Step 4: Zero Out Remaining Balance
If fuel, mileage, or "Other" charges should not be collected, issue credits for those charges in Dealerware. This ensures the customer balance is zeroed out and the contract is properly reconciled.
Final Check: Verify that all contract balances show as $0.00 in Dealerware after completing these steps.
Summary Checklist
Before implementing off-platform charging, complete the following:
- Confirm you are not using Dealerware's Toll Management Solutions
- Set up Customer Pay programs with "Additional Payer Default" checked
- Train staff on using "Charge Later" for incidentals
- Establish a process for reviewing Unsettled Balances reports
- Create procedures for marking charges as paid in external systems
- Implement credit issuance process for uncollectable charges