The "Billing Department" is responsible for handling all the payments the drivers have to make i.e., weekly rental, CDW (insurance), tolls/ tickets. The billing department oversees the driver's billing cycle and ensures the payments are received in due time. They also handle billing queries, deal with the deposits, adjust driver's rentals and make sure the drivers receive security deposits on time.
We rent out cars on a weekly basis. Every driver is dealt with according to its billing day. Billing day is decided according to the day the driver picks up the car. If a driver picks up a car on Monday, His billing day will be Monday, and the billing cycle will be Monday – Sunday.
Note: Billing Day does not change in case of Switches. It remains the same
while Rental is adjusted as Final rental of the car (Pervious car Rental)
We can see this driver picked up the car on Thursday and his Billing day details are below:
CDW is a deductible Insurance that we offer to the driver which covers his damages. If the driver selects to go with the Insurance, He has to pay $25 or $15 weekly so in case of any damages to the car, he will just have to pay $99 or $299 respectively.
If he doesn’t go with the deductible plan, he will pay $1000 in any case of damages.
You can find the CDW Details below (If it’s on Zoho):
It can be like this as well if it’s on Stripe (Our new CDW Software):
A toll road, also known as a turnpike or tollway, is a public or private road for which a fee is assessed for passage. It is a form of road pricing typically implemented to help recoup the costs of road construction and maintenance. If we get the toll for the driver, we will charge $5 on each toll as a Convenience Fee.
Here you can see the highlighted area has 2 tolls. These are not 2 tolls. The toll is for $1.25 and above it you can see the $5 Convenience Fee for the toll.
If a driver does a violation, the camera takes a picture of the plates and forwards the ticket to the owner (which is buggy). So, we just transfer the ticket to the driver’s name and charge $10 for the transfer fee. We can waive the $10 fee in case the driver pays the ticket and shares proof with us within 72 hours of receiving the ticket from us.
Here you can see the ticket was transferred to the driver. We charged $10 for it. There are 2 dates mentioned as well. Run Date and Violation Date.
Run date is when we got the ticket and Violation date is when the violation took place.
We offer following payment methods:
It is just like Pakistan’s Easy Paisa. Driver connects his Bank account with the Zelle app and makes payments through it to email@example.com with no additional charges.
Drivers can go to any nearby Dollar General, CVS and 7 eleven store and pay in cash with a $2 on top service fee. We will send a barcode to him and he has to get it scanned for the store he wishes to pay from. This is what it looks like.
Driver can pay through his cards as well and there will be a 3% Card processing fee on top of it.
Cash in office
EZ Pass is an electronic toll collection system used on most tolled roads, bridges, and tunnels in the Midwestern and Eastern United States. If driver’s tolls are paid from the EZ Pass, we will eventually not get the tolls. So, he can avoid the extra Toll charges that we will charge him if we will pay the toll for him.
Paydown plans are designed to allow you to repay your outstanding balance over a period.
Let’s say a driver got charged $1000 because of damages and he can’t pay it in one go. We will create a paydown plan for $100. He will have to pay $100 on top of his weekly bill until the $1000 is cleared.
Here you can see the Paydown is created for an amount of $294 and the amount on top of its weekly rental is $50. The paydown’s starting date is mentioned as well in between which is 3/29 and it is always coordinated with the driver’s billing day.
- Same day
Systematic pay request text send to you the drivers at 9am
Morning 12pm - Card charge warning
At 2pm - Card charge warning shortly
Last follow-up 6 pm - Card Swiping
- Second day
Morning 9 am - Card Charge– Disable warning (if declined)
At 2pm - Disable warning shortly
Last follow-up 4 pm - Disable non-responsive drivers
- Third day
Morning 9 am - (disabled already) Card Charge (if declined), Repo warning
At 2pm Last follow-up - non-responsive been called
- Fourth day
Morning 9 am - (disabled already), Card Charge (if declined), Final repo warning text/email
Last follow-up 4 pm - Mentioned in the Repossession Channel if balance exceeds 900/-
Important Note: -
Don’t touch PERMANENT NOTES if comes into your assigned bulk
Deposit Refund Policy
The deposit can be refunded back to the drivers after one month of their return.
To process (fill up the deposit form) we need the account and routing no. of the drivers
And almost one week later deposits have been refunded back.
You can always recommend a driver to download our Buggy App as he can see his whole Billing History in the Buggy App, make payments, add a card or delete a card.