How to Create a One-Time Custom Daily Rate for a Contract

As a default, Dealerware determines the daily rate based on the contract's assigned Program, which may include rate settings specific to OEM policies, internal guidelines, or responsible payer. This feature allows dealers to create exceptions on the daily rate for VIP customers, customer satisfaction, and in the case where there isn't an existing Program with the desired daily rate. 

Only dealership employees with the Admin or Accounting employee permission can create custom daily rates. 

Add a Custom Daily Rate When Creating a Contract

1. Add a contract from the Contracts page, main navigation, or from the dashboard. 
2. From the Add Contract drawer, select the Change Daily Rate button in the Invoice section. 
3. A pop-up will appear. Toggle the "use custom daily rate" option on, then type in the custom daily rate and select Update. 
4. A message will display in the Invoice section stating that a custom daily rate has been applied. 
5. Select the Change Daily Rate button again to update or remove the custom daily rate. 

Add a Custom Daily Rate to a Booked, Pending, or Started, or Finished Contract 

1. Find and select the relevant Contract ID. 
2. In Contract Details, navigate to the Billing tab. 
3. In the Invoice section, select the Edit Invoice button. 
4. Select Custom Daily Rate from the drop-down options. 
5. A pop-up will appear. Toggle the "use custom daily rate" option on, then type in the custom daily rate and select Update. 
6. A message will display in the Invoice section stating that a custom daily rate has been applied. 

Update or Remove a Custom Daily Rate on an Existing Contract

1. Find and select the relevant Contract ID. 
2. In Contract Details, navigate to the Billing tab. 
3. In the Invoice section, select the Edit Invoice button. 
4. Select Custom Daily Rate from the drop-down options. 
5. A pop-up will appear. To update the custom daily rate, type in a new daily rate and select the Update button. To remove the custom daily rate, toggle off the option to "Use custom daily rate" and select the Update button. 

FAQs

• Who can make these changes? Employees with either the Admin or Accounting role are authorized to create and apply custom daily rates.
• What tax rates will be applied if a contract uses an custom daily rate? The custom daily rate will be subject to the tax rates configured on the Program originally selected on the contract. 
• Will the tax rates apply if the contract was started before the “taxable” option was selected for the program? No, if the contract was created before a daily rate was made taxable in the contract Program settings, then the daily rate (standard or custom) is not taxable on this contract.
• Where will the custom daily rate appear? The custom daily rate will be listed on the contract invoice on the Billing tab in Dealerware Web as well as on the PDF agreement. The custom rate will also appear on all reports where the daily rate appears. 
• Can a custom daily rate be removed? Yes, if a custom daily rate is removed, then the contract will apply the daily rate that was listed in the Program settings at the time of contract creation. See the steps above to remove a custom daily rate.
• How do custom daily rates work with split billing? For splits by days, split days will still calculate using the referenced program’s configured daily rate and any remaining days assigned to the customer will be calculated using the custom daily rate. For splits by amount, create the split after applying the custom daily rate. 
• Can I apply or remove a custom daily rate on the Dealerware Mobile app? No, this is a Dealerware Web feature only. 
• Why do I see an error message when I try to apply a custom daily rate on a contract with split billing? Split billing that was created before this feature was released are incompatible with custom daily rates. If you encounter an error message, remove the custom daily rate, delete the bill split, recreate the bill split, and recreate the custom daily rate.