Renewing Contracts Open for 30+ Days

In this article, we will walk through renewing contracts that have been open for 30 days or longer.

Step 1: Navigate to the Contracts Widget on the Dashboard

• Select the Contract Limit warning.
• You will be rerouted to the Contract Limit filter to view all contracts exceeding your set limit.

Step 2: Review Customer Profile

• Check if the customer profile needs updates.
• A green checkmark indicates all information is current.
• A red X indicates a piece of the customer profile has expired. Send the mobile check-in link for updates.

Step 3: Note Vehicle Information

• Take note of the license plate or stock number of the vehicle for renewal.

Step 4: Create a New Reservation

• Navigate to the Calendar tab.
• Locate the vehicle for the contract you want to renew.
• Create a new reservation by clicking and dragging.
• A drawer will pop out on the right; search for and select the customer's name.
• Adjust the pickup and drop-off date and time as needed.
• Update your program if necessary.
• Enter the customer VIN and repair order number.
• Assign your service advisor and select Save.

Step 5: Open the Reservation

• Select View Details to open the Contract Details window.
• Go to the Manage tab.
• Review the Vehicle Details section.
• Ensure the fuel level matches the starting fuel level of the original contract value.
• Update the odometer value via Connected Car Services or contact the customer for the latest value.

Step 6: Send Contract Signature Request

• Scroll to the Contract Signature section and select Send Text Message.
• Wait for the customer to submit their signature.
• Look for a green checkmark indicating the signature is completed.

Step 7: Close the Original Contract

• Navigate back to the Contracts tab.
• Locate the current aging contract for the customer and select the Contract ID.
• Go to the Manage tab and scroll down to select Finish.
• Ensure the fuel level matches the starting value as you don't want to charge the customer for fuel used yet.
• Update mileage using Connected Car Services or contact the customer for the latest value.
• Add the repair order number and customer VIN if required.
• Select Finish.

Step 8: Start the New Contract

• Navigate back to the new contract.
• If reauthorizing a hold, select the credit card on file. We highly recommend this if you plan on charging the customer on Dealerware for any contract invoice items, as holds expire around 30 days. 
• Select Start Contract.

You now have a renewed contract, and the customer will receive a text message with a copy of the agreement.